Executive Assistant - Kamloops, Canada - Tk'emlúps te Secwépemc

Tk'emlúps te Secwépemc

Verified Company

Kamloops, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

POSITION TITLE:
Executive Assistant

DEPARTMENT:
Education Division

SUPERVISOR:
Education Manager

TERMS:
Full-Time, Term (One Year)

REFERENCE #:

PURPOSE OF POSITION:

The purpose of this position is to perform a variety of essential administrative and clerical duties for the Education Department to ensure efficient operations.

This position is responsible for supporting the Education Manager and Education Department through a variety of tasks related to efficient organization of the department.

This position is responsible for handling confidential and time sensitive material and is the first point of contact for the education department.

DUTIES AND RESPONSIBILITIES:

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Provides professional administrative and clerical support to the Education Manager and department in accordance with the approved practices, policies, budgets, standards and guidelines. (95%)

Preparing various correspondence, transcribing and formatting from dictation reports, handwritten notes, letters, memorandums, and other documents.
Maintaining a list of regular contacts of outside agencies, stakeholders including government and regular committee contacts.
Collecting, processing, receiving, sorting, and distributing all mail and correspondence in a timely manner.
Participating and recording minutes for meetings as required.
Compiling, printing and distributing reports as directed.
Scheduling and coordinating meetings, teleconferences and video conferences, arranging catering as needed and providing assistance for meetings as required.
Tracks the budget with respect to accounts payable, expense report coding, the credit card inventory, and other accounts.
Makes travel arrangements for the Education Department and ensures appropriate approvals are in place.
Submits purchase orders for the education department and keeps accurate accounting records for invoices and expenditures.
Files accounting records as per their individual account code.
Works with accounts payable to ensure the timely processing of invoices and cheques to vendors.
Monitors education administration budget and reports over expenditures and shortages to the Education Manager.
Maintains office supply inventory; anticipates needed supplies; places orders for supplies; verifies receipt of supplies.
Ensuring technological and telecommunications needs for the education department are maintained, resolving computer software and hardware problems with information technology for staff as required.
Performs all duties and responsibilities in accordance with the Tk'emlúps te Secwépemc (TteS) policies, standards, and procedures.
Maintains confidentiality on all matters relating to the affairs of the Education Department and the TteS.
Ensure that all administrative and clerical duties for the education team are completed accurately and delivered with high quality and in a timely manner.
Ensure operation of office equipment by completing preventative maintenance requirements calling for repairs, maintaining equipment inventories and evaluating new equipment.
Work collaboratively with education team members and others as needed.
Assists with coordinating education department meetings and calendars.
Compiles data to prepare papers or presentations.
Compiles reports from education team members into a quarterly newsletter to go out to TteS community.
Keeps Education Manager calendar up to date, including adding events, rescheduling meetings.
Maintains organized electronic files.
Planning and organizing events that take place for the education team, including fundraisers, open houses and awards/academic events.
Maintains a high degree of discretion and confidentiality.
Work with relevant TteS departments and staff for software acquisition and maintenance.
Processes education department timesheets to be submitted and reviewed by Education Manager.
In accordance with policy, receives booking inquiries for relevant boardrooms and department vehicles.
Renews the education department's vehicle insurance and assists with departmental vehicle maintenance and inspections.

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Other related duties as required. (5%)

Professional Certification, Education and Experience:

An Office Administration Diploma or Certificate and 1-3 years of clerical/administrative support experience or an equivalent combination of education and/or training.

Skills and Abilities:

Knowledge of:_

Secwépemc people, culture and history is required.

Ability to exercise tact and diplomacy and work co-operatively with co-workers, agencies, and the general public and when representing the Tk'emlúps te Secwépemc.

Skills and Abilities_

Excellent interpersonal, listening, multi-tasking and problem-solving skills.

Exceptional attention to detail.

Strong communication, interpersonal and planning skills.

Ability to verify, research and collect data and prepare reports and other documents.

Proven abilit