Executive Assistant (EA)/Communications Officer

Executive Assistant (EA)/Communications Officer

Position: Executive Assistant (EA)/Communications Officer

Reports to: Director of Operations and the Manager of Territorial Operations

Overall Purpose:

Reporting directly to the Director of Operations and the Manager of Territorial Operations, the Executive Assistant (EA) /Communications Officer serves as the primary point of contact for internal and external communications on matters pertaining to the Shuswap Indian Band. The EA/Communications Officer also serves as a liaison to the Director of Operations and the Senior Management Team; organizes and coordinates executive outreach and efforts; and assists in the development and implementation of the SIB communications strategy.

Responsibilities Include:

ADMINISTRATIVE

  • Completes a broad variety of administrative/executive tasks for the Director of Operations and the Manager of Territorial Operations, including managing calendars, booking of appointments, making travel arrangements, booking lodging.  Consolidates expense reports in a timely manner.
  • Coordinates and hosts Zoom meetings as requested. Takes meeting minutes and circulates to appropriate parties/staff.
  • Assists in the implementation of a filing system with the Director of Operations and the Manager of Territorial Operations for quick access and easy retrieval. Ensures all hard copy and electronic filing is up-to-date.
  • Assists in the development and monitoring of the moveable capital assets inventory list and updates Director of Operations and the Manager of Territorial Operations of replacement needs.
  • Recommends efficiencies related to office procedures and policy development. Performs research and preparation of draft policies.
  • Prepares a variety of written correspondence including: news releases, briefing notes, communiques, reports, articles, posters, polls, invites, etc..
  • Prepares the ‘Year in Review’ pamphlet with the assistance of the Senior Management Team and ensures its printing and distribution to the various stakeholder.
  • Examines all correspondence received to determine its applicability to SIB and makes recommendations to the Director of Operations and/or Senior Managers with respect to priority, and any follow up action to be taken. Provides relevant additional or background information for the Director of Operations and the Manager of Territorial Operations.
  • Drafts replies and other correspondence for the Director of Operations and the Manager of Territorial Operations for the signature. May also be requested to prepare correspondence by Chief and Council as needed.
  • Assists in the development of an orientation package for new staff and assists in the orientation process.
  • Processes invoices via the EASE portal as it relates to Director of Operation’s business and the Manager of Territorial Operations.
  • Assists the Director of Operations and the Manager of Territorial Operations to ensure that the information packets needed for Chief and Council meetings, as well as membership meetings are ready for distribution.
  • Assists in the research and development of draft policies and procedures; update manual when approved by Council and disseminates the new/and or revised policies to all staff.
  • Assists the Director of Operations in taking meeting minutes at the Senior Management Meetings and the general staff meetings and other meetings as requested.
  • Assists in the research, preparation and/or review of grant submissions. Obtains support letters and supporting documentation to strengthen proposal submissions.
  • Provides a bridge for smooth communication between the Leadership office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the Director of Operations and the Manager of Territorial Operations to keep him/her well informed of upcoming commitments and responsibilities.
  • Assists the Director of Operations and the Manager of Territorial Operations in prioritizing conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Performs other related administrative duties as requested by the Director of Operations and the Manager of Territorial Operations.

COMMUNICATIONS

  • Assists the Director of Operations and the Senior Management Team in the development the Shuswap Indian Band Communications Strategy, including a branding strategy and roll-out.
  • Acts as a first point of contact for the Communications of the band; responds to general information requests and concerns and refers these, when appropriate to other persons or specialists within the Shuswap Indian Band.
  • Prepare articles and bulletins for submission to the monthly community newsletter to membership. Compiles the newsletter for monthly circulation.
  • Maintain and post relevant information to the SIB Website and SIB Facebook page ensuring timely communication. Moderates the SIB Facebook page, provides timely communication and ensures membership have an avenue for sharing feedback to SIB leadership and administration.
  • Prepare information and post to the electronic sign. Coordinate, advertise, promote and prepare rental agreements for advertisement space.
  • Assist Senior Managers and support staff with written correspondence and suggests edits.
  • Coordinate and assist staff with video live streaming of promotional events and the community meetings (AGM, etc.).
  • Acts as an ambassador for Shuswap Indian Band and keeps the Shuswap Indian Band up-to-date on information that directly impacts SIB in a timely manner.
  • Assists in coordinating band membership meetings, prepares promotional information communications and works to increase community engagement (coordinates door prizes).
  • Reviews and edits membership meeting minutes and compiles the Annual General Meeting Report, including excerpts from each department. Ensures this is distributed to membership in a timely manner.
  • Performs other related communications duties as requested by the Director of Operations and the Manager of Territorial Operations.

Qualifications:

  • Minimum Grade 12 required.
  • Post-secondary education in Communications, Administration, Public Relations or related field is an asset.
  • Excellent written and verbal communication skills.
  • Works well under pressure and meets tight deadlines.
  • Strong work tenure: 3-5 years of experience is an asset.
  • Knowledge of the Shuswap Indian Band culture is an asset.
  • Proficient in Microsoft Office and related business and communication tools.
  • Proven social media and networking expertise.
  • Meticulous attention to detail.
  • A portfolio of work available for review.

Skills & Abilities:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including Council, staff, membership, external partners and funders.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team player, with the ability to also be extremely effective independently.
  • Knowledge of the Shuswap culture is an asset.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

Terms & Conditions:

  • Full-time position (32.5 hours per week)Monday to Friday.
  • Must adhere to the Shuswap Indian Band Human Resources Policy and Procedure Manual (Approved April 4, 2018).
  • Must adhere to the Shuswap Indian Band Financial policies and procedures (October 24, 2017).
  • Access to personal transportation and a valid class 5 drivers license.
  • Require three (3) recent work references.
  • Salary to be based on experience.

This posting may remain open until the position is filled. Only those selected for an interview will be contacted. Preference will be given to persons of Aboriginal ancestry as per Section 16 (1) of the Canadian Human Rights Act. Appointment to this position will require a formal criminal record check, the details of which may preclude an offer of employment being finalized.

CLOSING DATE: February 22, 2021 at 4:00pm (MST)

TO APPLY:
Submit a resume and cover letter to:
Angela Sarsons, Director of Operations, E-mail: dops@shuswapband.ca
Shuswap Indian Band, #3, 492 Arrow Road, Invermere, BC, V0A 1K2 Or Fax: 250.341.3683