Malahat Nation

Executive Assistant (EA)

• Provide calendar and schedule management for the CAO and Chief & Council, including the ability to prioritize requests, troubleshoot conflicts, make judgements and recommendations based on availability
• Liaise and provide support to the CAO and Chief & Council
• Manage all logistics for weekly Chief & Council meetings, including but not limited to: scheduling meetings, preparing agendas in advance, develop, compile and distribute all required materials in advance, prepare meeting minutes, maintain records of minutes and BCRs as required under relevant records management policies. The EA must be able to prioritize requests for additions to C&C agendas to ensure meetings are kept to a reasonable length, focusing on suitable topics
• Manage logistics for other committees as requested, including but not limited to: Housing Committee, Lands Committee, and Workplace Health & Safety Committee, etc.
• Complete a variety of administrative tasks to facilitate the CAO and Chief & Councils’ ability to effectively lead the organization, including assistance with special projects, designing and producing complex documents, reports and presentations, collecting and preparing information for meetings with staff and external parties, composing and preparing correspondence, maintaining contact lists, making travel arrangements, completing travel and expense reports, etc.
• Serve as the primary point of contact for internal and external parties for all matters pertaining to the CAO and Chief & Council. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect organization policy and procedure
• Work closely with CAO and Chief & Council to keep them well informed of upcoming commitments and responsibilities, following up as appropriate. The EA must have a sense of the issues taking place in the environment, and keep relevant parties apprised as matters progress
• Anticipate the CAO and Chief & Councils’ needs in advance of meetings, conferences, travel, etc.
• Act as a “gatekeeper/gateway”, providing a bridge for smooth communication between the CAO, Council, and staff. Demonstrate accountability and dependability to maintain credibility, trust, and support within the Executive Leadership team
• Assist with the administration of municipal elections, referendums, etc. as needed
• Enforcing and upholding the Financial Administration Law and Malahat Nation policies, specifically those related to Finance and Governance
• Provide hospitality to all guests and help to create a welcoming environment
• Support the mission, vision, values and goals of the Malahat Nation
• Provide backup reception and other administrative support as needed
• Participate in training and staff meetings as required
• Other duties as required

• Minimum Certificate or equivalent: Business Administration, Government Administration, or other related field
• Minimum 3-years experience in an administrative, clerical, or assistant capacity
• Experience working in an administrative or Human Resources field and asset
• Experience working in a First Nations community and a willingness to learn about Malahat culture, customs, and traditions is an asset
• Criminal Record Check (CRC) required
• Valid BC Driver’s License and reliable vehicle required
• Effective December 3, 2021 full vaccination against COVID-19 is required to be eligible for employment at Malahat Nation. All individuals must show Proof of Vaccination as a mandatory condition of their employment

• Typing speed 60 words per minute
• Proficient use of Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, etc.
• Excellent written, oral and interpersonal communication skills, with strong analytical and problem- solving skills
• Strong organizational skills, ability to prioritize all tasks to meet given deadlines
• Time management with the ability to multitask different tasks simultaneously
• Ability to work in a team environment as well as work independently
• Ability to work in a high paced environment dealing with difficult emotional and critical issues
• Proven ability to maintain confidentiality