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Employment Opportunity - Executive Secretary

The Office of the Wet'suwet'en is hiring an Executive Secretary for our Smithers office.

Please apply at below Indeed listing, or see job information and application instructions at the bottom of this page:

https://ca.indeed.com/job/executive-secretary-79b9bec660224fce

 

 

Office of the Wet’suwet’en

Executive Secretary

Job Description

 

Job Title:                      Executive Secretary

Hours of week:           35 hours per week (8:30 a.m. – 4:30 p.m.)

                                      Common hours are during the day with the exception of evenings and weekends

                                      as required

Wage:                          $27 - $33 per hour based on experience.

 

 

Location of work:        Office of the Wet’suwet’en

                                      3873 – 1st Avenue, Smithers               Phone: 250-847-3630

                                   

Reports to:                  Acting Executive Director – David de Wit

 

 

Position Summary

The Executive Secretary assists the Executive Director with secretarial and administrative support to ensure smooth and efficient functioning of the office.  Some of the materials with which the Executive Secretary will work are of a confidential nature for which strong ethics and compliance with privacy expectations are required.

In addition to the above, the Executive Secretary is responsible for undertaking and completing administrative activities including composing and filing correspondence and other records, answering, and coordinating responses to inquiries, supporting management of the Executive director’s calendar by scheduling meetings and helping coordinate preparation for those meetings.

 

Required

 

Qualifications:

  • Excellent computer literacy (Microsoft Office) required
  • Possess Grade 12 diploma or the equivalent
  • Minimum of 4 years’ experience in the administrative or secretarial field
  • Must have a valid drivers license and reliable vehicle

 

Other Requirements:

  • Excellent computer literacy (Microsoft Office) required Professional appearance.
  • Follow all Office of the Wet’suwet’en policies and procedures and display a commitment to the values and culture to the Office of the Wet’suwet’en.
  • Ability to successfully and periodically undergo an appropriate criminal records review and police record check is required.

 

Skills:

  • Effective written and verbal communication skills including the proper use of grammar
  • Knowledge in the operation of office equipment, such as, photocopier, telephone, and mailing machine
  • Computer literacy and working knowledge of Microsoft Office (Word, Excel, PowerPoint)
  • Effective interpersonal and communication skills to interact with staff members and the public in a professional manner
  • Effective time management skills with the ability to prioritize workload
  • Ability to work as a team player
  • Ability to work independently with minimal supervision
  • Ability to pay special attention to detail
  • Knowledge of Wet’suwet’en Clan/House Group lineage and House Chief Traditions
  • Knowledge of the Wet’suwet’en Culture and Traditional functions and able to participate when required
  • Ability to deal with high pressure situations on a daily basis
  • Possess cultural awareness and sensitivity
  • Demonstrate a dedication to the role and to the Wet’suwet’en community

 

Roles and Responsibilities

Strategic and Operational Planning

  • Support the planning and execution of Wet’suwet’en’s strategic or operational plans, as needed.
  • Support effective communication on the Wet’suwet’en/Crown/Industry negotiation processes.

Administrative Service Delivery

  • Draft correspondence, reply to written or verbal enquiries as requested.
  • Maintain and organize filing systems for records, documents, and reports including those considered confidential in nature.
  • Draft written materials and verbal presentations on behalf of the Hereditary Chiefs, Clan/House members, and other groups upon request.
  • Schedule appointments and meetings, make travel arrangements, and coordinate logistics for meetings as required.
  • Secure catering contractors for meetings and follow all procurement requirements including confirmation of Food Safe certification for caterers.
  • Record decisions from chiefs meetings including those for annual financial audit.
  • Coordinate Administrative and Chiefs activities and events.
  • Gather Senior Managers reports and other items as required for compilation and distribution at the Chiefs meetings.
  • Compile and mail out Chief meeting information.
  • Prepare, record, and distribute agendas, related documentation, and minutes of meetings.

 

Community Engagement and Relationship Management

  • Demonstrate and maintain a community-focused approach in service design and delivery.
  • Demonstrate an understanding of and ability to integrate Wet’suwet’en cultural principles and protocols into service delivery.
  • Promote, provide, and practice a positive working environment aligned with the culture and values of Wet'suwet'en.
  • Maintain an open, equitable and service-oriented relationship with all staff.
  • Follow human resources policies through respectful interactions and compliance with expectations.
  • Participate in Public Information Groups as requested.

Perform other duties and responsibilities as necessary in the performance of the position and as assigned by the Executive Director.

 

 

When submitting your application for the above position, please clearly indicate how you meet the required qualifications and include the following:

 

  1. A cover letter clearly indicating the position for which you are applying.
  2. A resume with three references.

 

APPLICATION PACKAGES ARE TO BE ADDRESSED TO THE FOLLOWING:

Office of the Wet’suwet’en

Attn:  James Gallant

#1 - 205 Beaver Road,

Smithers, B.C.  V0J 2N0

OR

*EMAIL:  Reception@wetsuweten.com

*Subject line MUST CLEARLY STATE “Executive Secretary Application”