Senior Administrative Assistant

Temexw Treaty Association

Temexw Treaty Association
Senior Administrative Assistant

The Senior Administrative Assistant reports to the Operations Manager and is responsible for the day-to-day administrative tasks related to the ongoing work of the company. 

DUTIES AND RESPONSIBILITIES – are not limited to this list and other duties maybe be assigned by the Operations Manager

  • Day-to-day administrative activities as necessitated by each work activity
  • Copy and Scan Historical Information into a searchable database
  • Respond to phone and email inquiries
  • Assist (Project Manager) in preparation of budgets for upcoming work plan
  • Maintain paper and electronic filing systems
  • Prepare mailings, forms, manuals, communication materials, and other documents for distribution
  • Prepare all handouts for meetings including binders and leaflets
  • Lead social media account management
  • Maintain website updates and edits
  • Prepare agendas, participate in meetings and take meeting minutes
  • Provide written detailed report following each meeting attended
  • Maintain key control processes

Meeting and Event Coordination
  • Lead the planning and execution of various meetings, including room bookings, confirm list of attendees, and manage the budget for each
  • Support the Meeting Host and Consultant during the meeting
  • Assist clerk with set-up and take-down as required
  • Make reminder phone calls as required or send email when appropriate
  • Support and assist as required
  • Assist Finance Manager – updating various excel sheets
  • Assist Finance Manager – filing
  • Assist Finance Manager – accounts payable (Sage 300)
  • Back-up Finance Manager – accounts payable (Sage 300) Cheque Run
  • Prepare a Budget and work plan for funding proposals

Experience, Education and Training
  • Post-secondary education in business or office administration
  • 5 years of experience working in a professional office environment
  • 5 years of experience working professionally with Microsoft Office (Intermediate user) and Outlook Express (Manage Calendars) and Excel (Intermediate level user)   Sage300 (1 year)
  • Minute taking
  • Prepare and provide a written report
  • Prepare and manage a budget
  • Handle Cash and responsibility for cash receipts
  • Website Design and Social Media Proficiency

  • Strong communication and interpersonal skills
  • Strong organizational, administrative and time management skills with attention to detail
  • Work independently and collaboratively with other staff
  • Proficient with computer programs, including Microsoft Office (Microsoft Access, Excel, PowerPoint and Word)     
  • Keep accurate records and maintain databases
  • Handle cash and receipts effectively and accurately
  • Present a professional and welcoming image
  • Handle stressful situations calmly
  • Stay on task in a busy environment with regular interruptions
  • Proactive, flexible and positive when faced with a new task or challenge
  • Excellent oral and written English skills are essential
  • Lift and move furniture and other materials to accommodate program and event needs
  • Experience with WordPress and Mail Chimp and Soho Dox
  • Experience with social media (including Facebook, Twitter, Instagram, Hootsuite, LinkedIn and YouTube)
  • Experience with Accounting Software - Sage 300

  • Issues and challenges faced by First Nations People
  • People are our best assets
  • Respect and communication requires two way conversation
  • Satisfactory completion of a criminal record check.
  • Clean Driver Abstract
  • You own a reliable vehicle

Office hours are scheduled between 8:30am to 4:30pm, Monday to Friday. However, working hours are flexible depending on operational requirements. The ability to work evenings and weekends is required.  Minimal overnight Travel required.  No overtime is acceptable; this is a 40 hour work week accommodating evening meetings.  Your work week hours must be adjusted to include all meetings you are scheduled to attend.

Please email (in PDF format) your resume and cover letter to by August 31, 2018. Applications will be reviewed as they are received, and interviews will be scheduled until the position is filled.
  • Start Wage:  $18.00 per hour (reviewed in 3 months)
  • Full Benefits after 3 months
  • 3 weeks paid vacation.  Must complete one year.

Organization: Temexw Treaty Association
Location: Victoria, BC
Region: South Vancouver Island
Professional Category(s): Office Administration
Posted: July 18, 2018, 5:31 pm
Expires: August 31, 2018, 4:30 pm

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