Executive Assistant to Ubc Liaison - Vancouver, Canada - Musqueam Indian Band

Musqueam Indian Band

Verified Company

Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

About Musqueam

Position Summary:

Musqueam Indian Band (MIB) has an opening for a permanent, full-time Executive Assistant with a focus on administrative and research duties.

Reporting directly to the UBC Liaison, the Executive Assistant will provide organizational, administrative and clerical support to the Liaison. The Executive Assistant works on tasks such as communications, research, office administration and planning meetings, gatherings and occasional travel.

Roles and Responsibilities:

Completes a broad variety of administrative and logístical tasks for the UBC Liaison, including: managing an extremely active calendar of appointments; composing and preparing correspondence that is confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travelrelated meetings.
Coordinates and books meeting arrangements
Provides content support for meetings (including assisting with meeting preparation, taking minutes, transcribing, providing meeting summaries, and learning about negotiations.
Manages and tracks ongoing communications of the UBC Liaisons and responsible for writing additional communications materials.
Communicates as directed by the UBC Liaison, with the CAO on matters related to the UBC Liaison's programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the UBC Liaison, including those of a sensitive or confidential nature.
Build relationships crucial to the success of the organization and reviews a variety of special projects for the UBC Liaison, some of which may have organizational impacts.
Successfully completes critical aspects of deliverables with a handson approach, including drafting personal correspondence, and other tasks.
Reviews materials.
Manages access to information requests and procedures.
Offers support to the UBC Liaison and Negotiations team with document tracking and labelling (digital and physical) and maintaining specific project files.
Provides support on related initiatives and projects.
Tracks and manages the UBC Liaison's action items and helps to define timelines and followups.
Knowledge of MIB-UBC policies, procedures, precedents and mandates.
Supports the UBC Liaison in managing calendars and commitments through careful planning, communication, and coordination.
Manages daily administrative functions of the UBC Liaison, including anticipating daily needs, and ensures the UBC Liaison is briefed on all appropriate matters.
Be adaptive, flexible, and be able to prioritize multiple competing demands with frequent interruptions.
Be knowledgeable about and support the mandate and mission of the Musqueam Indian Band.
Demonstrate an understanding of BC History and Indigenous land rights issues.
Has the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills.
Work is performed in office environment

Qualifications:

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills
Expert level written, verbal and analytical skills
Demonstrated proactive approaches to problemsolving with strong decisionmaking capability
Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced environment
Forward looking thinker

Education and Experience Requirements

Bachelor's degree preferred
3 to 5 years of experience supporting Executives / in a government office / or working for an aboriginal community
Experience and interest in internal and external communications, and partnership development
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media platforms.