Administrative Assistant

The Tla’amin Nation (TN) is a modern, forward thinking, self-governing nation located on the beautiful upper Sunshine Coast (qathet Region).
Position Summary
Job Type: Full Time - Temporary
Hours of Work: Monday – Friday 8:30am-4:30pm (occasional evening or weekend hours as required)
Reporting to: Early Childhood Education Manager
Department: Education
Reporting to the Early Childhood Education Manager, the Administrative Assistant provides general administrative and operational support for the Nation's various early childhood programs which include the Infant/Tot program, the 3-to-5-years program, Chi Chuy Preschool, as well as the Indigenous Supported Child Development and Early Childhood Development Outreach programs. This full-time, permanent position will be located at the Nation's Child Development Resource Centre.
Key Responsibilities
Performs all duties and responsibilities in accordance with Tla’amin laws, regulations, policies, practices and procedures as directed by the Early Childhood Education Manager. Maintains confidentiality as required pertaining to Citizens, clients, employees and general matters of the Nation.
Administrative Support
Provides administrative support to the Early Childhood Education Manager including filing, scheduling, answering requests, phone calls, taking messages, etc.
Organizes documents for the Manager’s signature such as timesheets, invoices and RFP’s.
Places on-line orders for office supplies, on-line grocery orders, equipment etc. through various suppliers.
Coordinates and prepares meeting kids, agendas and room bookings, and takes meeting minutes as required.
Completes monthly credit card statement verification and provides receipts.
Provides administrative support to Early Childhood program staff.
Creates forms and documents.
Completes required data entry.
Supports the planning and delivery of various early childhood events.
Internal and External Communication
Serves as a key point of contact between Early Childhood and other departments, community members and other external parties.
Maintains awareness of various activities taking place within early childhood programs in order to assist with inquiries.
Assists with drafting and distributing communication updates.
General Office Administration
Arranges courier and general mail services as well as receiving and forwarding deliveries
Places orders for office supplies, groceries and equipment through various suppliers.
Maintains various electronic and hard copy filing systems.
Coordinates agendas, packages and room bookings for required meetings.
Provides general support to Early Childhood programs as required.
Tracks existing employee certifications to flag recertification dates.
Supports other departments with administrative needs during peak work periods and to cover key administrative functions in other departments during vacation or leave.
Other related duties as assigned.
Qualifications
Training, Education, Experience
Grade 12 or General Educational Development (GED)
A minimum of 2 years of office/clerical experience in a professional
An equivalent combination of education and experience will be considered.
Acceptable Police Information Check (PIC) with vulnerable sector
Valid class 5 driver's license and acceptable driving record.
Knowledge, Skills and Abilities
Intermediate computer skills using Microsoft Office, including Teams, Word, Excel and PowerPoint.
General proficiency with technology including office equipment (copiers, phone systems, )
Well-developed verbal communication and interpersonal listening
Good member service skills: friendly, positive, responsive, professional, and
Well-developed office administration skills including filing and filing systems, operating office equipment and technology.
Good writing skills and the ability to take accurate and succinct meeting
Detail oriented, organized and proactive with strong time management Ability to multi-task.
Strong ability to maintain
Basic understanding of the Tla'amin laws, regulations, and
Able to work independently with minimal day-to-day supervision as well as working within a collaborative team framework.
Working Conditions
Work is performed primarily in an office environment. Some work will be performed at community events and meetings where assistance with set up and tear-down will be required. Occasional travel to attend meetings or training is required. Occasional evening or weekend work may be required.

Employment type
Full Time - Temporary

Work arrangement
No