Executive Assistant to Health

About Musqueam

We are traditional hən̓q̓əmin̓əm̓ speaking people. Today, we are a strong, growing community of over 1,300 members. We live on a small portion of our traditional territory, known as the Musqueam Indian Reserve, located south of Marine Drive near the mouth of the Fraser River. The name Musqueam relates back to the River Plant, the name of the plant is məθkʷəy̓. There is a story that has been passed on from generation to generation that explains how we became known as the xʷməθkʷəy̓əm (Musqueam) - People of the River Plant. We have always moved throughout our territory using the resources it provides for fishing, hunting, trapping and gathering. We remain distinct and our cultural practices are strong, despite the devastating impacts of residential schools, colonial laws banning our ceremonies, and other attempts to assimilate our people. Our lands and waters continue to support our cultural and economic practices while serving as a source of knowledge and memory, encoded with our teachings and laws. To learn more about Musqueam, please visit www.musqueam.bc.ca

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.