Administrative Assistant

ʔakisq̓nuk First Nation (″AFN″) is looking for a talented individual to join our team as an Administrative Assistant.

Reporting to the Administrative Services Coordinator, the Administrative Assistant will provide high level administrative support to the Directors and specific department. This position is responsible for providing support by performing a wide range of administrative and clerical tasks, day-to-day operations, maintaining records, coordinating schedules, and facilitating effective communication within the ʔakisq̓nuk Administration Office and with external parties. The Administrative Assistant will work closely with various departments and individuals to ensure the smooth functioning of the office environment.

ʔakisq̓nuk First Nation is a member Community of the Ktunaxa Nation. AFN exists for the Community. Externally, we are here to serve the Community, and internally, we are our own Community, comprised of different departments unified by our Vision, Mission, and Values. As a team, through our own roles and departments, the AFN Organization works together to achieve our strategic plan “Our Thinking” and continue to progress and move our community forward.

Job Type: This role is full-time working 35 hours per week.

The primary responsibilities include:

Director Support:

• Calendar Management: Assist in scheduling meetings, appointments, and events for team members and executives. Coordinate conference room bookings and ensure all necessary arrangements are in place.
• Travel Arrangements: Assist in arranging travel accommodations for Directors, including flights, accommodations, transportation, and itineraries. File reimbursement voucher(s).
• Expense Management: Help monitor and reconcile expense reports, receipts, and invoices. Collaborate with the finance department to ensure timely and accurate processing.
• Communication: Draft, edit, and proofread various types of documents, including emails, memos, reports, and presentations. Distribute information to the executive team as needed.
  • Assist in the preparation of regularly scheduled reports.
  • Ensure scheduled reports are submitted on time.
• Record Keeping: Maintain accurate and organized records, both in physical files and electronic databases. Ensure confidentiality and security of sensitive information.
  • Develop and maintain a filing system and communicate “how to” to appropriate users on filing system.
  • Use AFN approved file naming protocol.
• Data Entry: Input and update data in spreadsheets, databases, and other systems as required. Ensure data accuracy and integrity.

Administrative Support:

• Acts the Privacy Officer – ensure all appropriate privacy and confidentiality protocols and policies are employed with all physical and digital data and information.
• Direct calls and visitors to appropriate person/department.
• Document Preparation:
  • Drafting, editing, and proofreading documents, reports, presentations, and correspondence.
• Create databases and use full Office Suite (word, excel, access etc.)
• Take minutes at meetings and follow up on action items.
• Compose communications on behalf of Directors.
• Financial Support: prepare and submit requisitions on behalf of the department, follow up and with AP to ensure payments are timely and accurate.
• Helping the director prioritize tasks and manage their time effectively.
• Information Management:
  • Conducting research and gathering data as requested by the director.
  • Compiling and organizing information for reports and presentations.

Meeting Support:

• Arranging meeting logistics, including room reservations, catering, and audiovisual equipment setup.
• Taking meeting minutes and preparing summaries or action items.

Office Coordination:

• Act as an expert source for the Receptionists
• In the absence of the Receptionists, manage the front desk by greeting visitors, answering incoming calls, and directing inquiries to the appropriate individuals or departments.
• Maintain a professional and welcoming atmosphere in the office.
• Filing and Organization: Maintain an orderly and efficient filing system for documents, reports, and other materials, retrieve information as needed – for all Directors.
• Supply Management: Coordinate with reception to monitor and replenish supplies, ensuring adequate stock levels. Coordinate with vendors for supply orders.
• Back up for managing incoming and outgoing correspondence, including mail, email, and packages. Prioritize and route communication to the appropriate recipients.

Special Projects:

• Assist with various projects and tasks as assigned by management or other team members.
• Fully participate and support all AFN events and activities, such as preparing for AGA.

Problem Solving:

• Identifying and resolving administrative issues and bottlenecks.
• Providing solutions to common office-related problems.

Other duties as required.

Qualifications:

• Completion of a post-secondary program such as office administration, administrative assistant certificate, or business management certificate is an asset
• Minimum of two years of progressively more responsible administrative experience
• Experience working with First Nations/Aboriginal/Indigenous communities
• Proven experience in administrative support roles.
• Strong organizational and multitasking skills.
• Ability to work under pressure in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, Access, etc.).
• Ability to handle confidential information with discretion.
• Detail-oriented and proactive problem solver.
• Ability to communicate effectively across all organizational levels

What we offer:

• Discretionary office closure between Christmas Day and New Year's Day, as determined by the Council each year
• Paid annual vacation
• Paid sick days
• Employer-paid Group Benefits which includes Life Insurance, Health and Dental benefits, Employee and Family Assistance Program, Short- and Long-Term Disability, available after 3 months of service
• Matched RRSP program with employer matching up to 5.5% of the employee's salary, available after 4 months of service
• Live and work in the most beautiful place in British Columbia

Akisqnuk supports a diverse and inclusive work environment and welcomes applications from all qualified applicants. You must be legally entitled to work in Canada. We thank all applicants, however only those selected for an interview will be contacted.