Executive Assistant to Health

Position Summary

Reporting to the Health Director, the Executive Assistant is responsible for handling a wide range of administrative and high-level support related tasks and can work independently. This position requires exceptional organization skills, flexibility and skills to address the administrative challenges of supporting a busy Health Department with diverse files and programs.

Roles & Responsibilities

• Provides administrative services for the Health Department, covering all aspects of office and operational administration; ensure administrative activities comply with administrative policies. 
• Responsible for meeting management:  prepare meeting agendas, briefing materials, meeting kits, attend and take minutes and provide general support in meetings, as needed, and ensure manager and staff are well prepared for meetings.
• Makes travel arrangements, prepare correspondence, weekly reports, and notices; perform filing; copying; faxing; room bookings; and other clerical duties
• Assists in preparation and administration of the Health Department budget under the supervision of the Health Director. Ensure that departmental expenditures comply with the approved budget.
• Assists with the preparation and timely submission of all narrative and financial reports as directed by the Health Director.
• Produce draft documents, conduct background research, briefing papers, reports, and presentations.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Handle incoming and outgoing communications, notices, etc., on behalf of the whole Health department.
• Assist with maintenance of filing and digital filing systems; update and manage.
• Assist in Contribution Agreements as per stipulations within each.
• Assist with the departmental invoices and expenditures.
• Other related duties as required.

Knowledge, Skills, and Abilities

• Skill and knowledge usually attained by successful completion of High School and/or Certification &/or Bachelor’s degree in Business Administration, or advanced Administrative Courses combined with at 3-5 years in a First Nations or similar administration office role to senior administrative manager or elected Council; or an equivalent combination of skill, knowledge, and experience.
• 2 years of similar work experience in an health office administration considered an asset.  
• Computer skills, including advanced knowledge of MS Office, Word, Excel, PowerPoint and Outlook, document imaging/scanning hardware and software, and experience creating electronic copies of documents.
• Ability to take minutes, type minimum 60 wpm, audio typing.
• Knowledge of First Nations history, culture, and aboriginal title and rights preferred.
• Working knowledge of trauma informed practices and cultural safety.
• Working knowledge of Privacy and Information Act, Roberts Rules of Order, and other protocols for protection of data.
• Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of leadership skills, professionalism and confidentiality.
• Ability to assist the Health staff in supporting in their everyday tasks.
• Strong English communication skills (spoken and written) and the ability to communicate tactfully with others
• Ability to problem-solve and take initiative to resolve problems
• Ability to enter data accurately and pay attention to detail
• Exceptional organizational skills and the ability to effectively prioritize workload
• Ability to remain calm during periods of stressful high volume and to meet deadlines as required
• Ability to work independently and harmoniously as a member of a team
• Strong computer knowledge of Microsoft Office, good keyboarding skills and experience with office equipment
• Successful Criminal Record Check

Working Conditions

• Work is performed in an office environment.
• Travel may be required.

Why work for Musqueam?
Our success as a leader as a First Nations Government is built on the traditional teachings of our people, initiative and dedication of the Musqueam Indian Band.  Providing a highly engaged traditional government that is member focused.

• Competitive salary
• Training and career development
• Business casual environment
• Community fitness and gym access
• Comprehensive group benefits plan and pension plan
• Centrally located with free parking; free onsite gym and class access; close to nature trails at UBC and along the Fraser River, shops, restaurants and services.