Job Description

EXECUTIVE ASSISTANT

Job Description #

Date Created:

Department: Sto:lo Xwexwilmexw

Government (SXG)

Reports to: President and Executive of

the SGA Society; the SGA’s CEO and DO

Date of Last Review:

March 15, 2023

Positions Reporting to EA: None

Summary

The Executive Assistant is responsible for a wide variety of administrative duties in support of the Board of Directors of the SXG and the SXG’s CEO. Duties include, but are not limited to the following: receptionist duties; arranging travel plans; meeting minute-taking and distribution; document preparation and distribution; scheduling appointments; drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality in all interactions with employees, management and the public. Other duties shall be assigned as necessary.

Core Competencies

• Quality Orientation
• Time Management
• Problem Solving
• Accountability and Dependability
• Ethics and Integrity
• Planning and Organizing
• Abiding by Laws, Rules and Regulations
• Communication
• Energy and Stress

Job Duties

• Provides direct administrative and office management support to all members of the Board of Directors and Managing Director, as required.
• Maintains work schedules and calendars of executive management, particularly for the SXG Leadership.
• Prepares travel schedules; books travel arrangements; makes reservations for senior management and the Board of Directors.
• Coordinates the logistics of the Board of Directors programs, including meetings, seminars, workshops, special projects, and events.
• Reviews all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, and spelling; makes edits as necessary.
• Takes and transcribes dictation notes; prepares minutes for the Board of Directors meetings (namely, the Board of Directors, Governance and Leadership meetings and Workshops, including all special meetings).
• Prepares draft reports and background documentation.
• Coordinates office activities.
• Receives incoming mail.
• Facilitates communication from department managers etc.
• Presents a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
• Other duties shall be assigned as required.

Qualifications/Requirements

• Post-Secondary Diploma in Business Administration, or relevant discipline, required.
• 5-7 years' experience in an Administrative role preferred.
• Strong knowledge of office procedures and practices.
• Keen attention to detail.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).
• Resourceful and flexible.
• Proven organizational and time management skills.

Work Conditions

• Manual dexterity required to operate computer and peripherals.
• Interacts with employees, various management levels and the public at large.
• Overtime sometimes required.

Job Type: Full-time

Salary: $18.21-$27.34 per hour

Benefits:

• Dental care
• Extended health care
• Life insurance
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime
• Weekend availability

Ability to commute/relocate:

• Chilliwack, BC: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 2023-04-06

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