Senior Administrative Assistant

hybrid
100 Park Royal South 402, West Vancouver, British Columbia, Canada, V7T 1A2
contract . March 21, 2025

Description

JOB SUMMARY

The Senior Administrative Assistant (SAA) provides high-level administrative support to the Manager, Settlement Claims Support and team that is made up of Clinical Counselors, Trauma Informed Cultural Support Workers, and Cultural Support workers, playing a crucial role in supporting the smooth functioning by providing high-level administrative assistance and handle multiple tasks simultaneously will contribute to the overall efficiency and productivity of the team.

KEY ROLE AND RESPONSIBILITIES

Scheduling and Coordination: Managing calendars, scheduling meetings, and coordinating travel arrangements.

Make travel arrangements including booking flights, accommodation, and transportation

Administrative responsibilities: Acts as first point of contact for the Manager, Settlement Claims Support.

Collect Stats and produces Stat Reports in a timely manner when due
Follow up with action items
Faxes and photocopies document and performs other clerical duties as may be assigned
Occasional backup Receptionist duties

Communication: Handling phone calls, emails, and correspondence, acting as a point of contact for inquiries

Intaking calls with a trauma informed approach and be prepared to overhear or receive calls that are difficult and of nature of the sensitivity of the work conducted by IRSSS

Record Keeping: Maintaining accurate records, databases, and files.

Establish and maintains the filing system for financial and general correspondence
Tracks and records employee leave for submission/calendars
Records and maintains minutes for Team meetings
Follow up with action items of the Team meeting minutes to ensure they are completed on schedule as requested
Types lists, documents and data input, creates access database for employees, maintains and distributes a list of Program employees and their professional data

Cultural supply purchases and requests: Ordering supplies as requires for services and events and ensuring a well-organized workspace.

Data Analysis and Reporting: Preparing reports, presentations, and other documents as needed.

Creates and maintains the filing system for financial and general correspondence: Types lists, documents and data input, creates access database for RHSW and CSP information.

Project Support: Assisting with special projects and tasks as assigned and assists with purchasing and delivery of supplies for team

Assists with event planning and coordination
Creates event schedules and keeps staff members informed through emails
Receives requests, locates information and then mail/faxes the needed documents
Assembles meeting packages
Supervision (Potentially): Depending on the role, may supervise or train junior administrative staff.
Other duties as requested

EDUCATION AND EXPERIENCE

Business Administration certificate, diploma or equivalent; Bachelor's degree preferred.
Five (5) to ten (10) years of experience in administrative roles, with a focus on supporting senior management
Experience in providing high-level administrative support, including scheduling meetings, managing calendars, preparing reports, handling and preparing correspondence.
Proven ability to prioritize tasks, manage multiple projects, and meet deadlines in a fast-paced environment.
Strong written and verbal communication skills, including the ability to interact professionally with colleagues, clients, and senior management.
Knowledge of Effective Community Cultural Etiquette and Protocols, an asset
Knowledge of cultural healing methods/practices in responding to trauma (taken or willing to take training., i.e., IFOT (Indigenous Focusing Orienting Therapy), as asset
Two (2) or more years of Trauma Informed training and/or Counselling experience with Indigenous clients, an asset
Extensive working knowledge of the history and impacts of residential schooling and effective methods for working with survivors.
Knowledge of – and/or previous training in – relevant topics such as depression, anxiety, suicide intervention, relationship concerns, addictions, self-injury, and LGBTQ+ issues
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to identify and resolve issues efficiently and effectively.
Excellent organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines.
Strong attention to detail, with the ability to maintain accuracy while handling multiple tasks simultaneously.
Strong problem-solving skills, with the ability to anticipate and address potential challenges proactively.
Ability to maintain confidentiality and handle sensitive information with discretion.
Excellent teamwork and collaboration skills, with the ability to work effectively both independently and as part of a team.
Flexibility and adaptability to changing priorities and situations.
Strong decision-making and critical-thinking skills, with the ability to analyze information and make sound judgments
Ability to deal with individuals in a manner that shows cultural sensitivity, tact and professionalism and demonstrates personal and professional boundaries.
Ability to work well as part of a team and maintain a positive and professional attitude.
A Valid BC Driver’s License and Must Own Vehicle and unencumbered ability to Travel areas.
Excellent verbal and written communication skills and proven ability to establish rapport with people of all educational and occupational backgrounds.
Ability to maintain a healthy working relationship with staff, community representatives/members and representatives of other organizations. Including collaboration with other IRSSS programs and staff as required.
Maintain the confidentiality guidelines of all records, materials and communications concerning clients, staff and IRSSS.

We strongly encourage applications from and prioritize hiring people from diverse backgrounds and experiences, including applicants with lived experience, Indigenous people, racialized people and LGBTQQIA2S+ peoples. We encourage, though don’t require, applicants of these identities to indicate this on their cover letter.

WHAT TO EXPECT

Term: Full-Time One (1) Term Position - 12 Month Contract Agreement

Location: Regional Office TBD – position will be travelling throughout the province of BC

Salary: $60,000.00 to $65,000.00 to start and dependent on experience.

Benefits: Annual Leave, Wellness Days, after 90 days - Employer paid benefits plan and GIC matched savings.

Status: Hybrid position.

Deadline: Until filled with a qualified candidate.

We offer a great place to do your best work:

We believe in providing a supportive and fulfilling work environment for our team members. As an Term Trauma Informed Support Worker at IRSSS, you can expect:

Competitive base salary and full benefits, including dental, health, disability, and life insurance.
8 annual personal wellness days and an annual cultural day to honor your well-being and heritage.
Retirement savings matching, supporting your financial well-being.
Flexible work arrangements, with the opportunity to travel throughout the province.
The opportunity to be part of a purpose-driven organization making a difference in the lives of Indigenous people.

Come work with us!

If you are inspired by our mission and values and feel that you align with this role, we encourage you to take the first step towards making a positive impact and submit an application on the website link ‘Work For Us’ on www.irsss.ca

If this opportunity isn't for you but you know someone who would be a perfect fit, please feel free to share this posting with them. We believe that great people recognize great people!

We would love for our successful candidate to be of First Nations ancestry, but we are a proudly diverse organization and welcome candidates from all backgrounds to apply. In accordance with S. 41 of the BC Human Rights Code, preference may be given to applicants of aboriginal ancestry.

Compensation

$60,000.00 - $65,000.00 per year

Know someone who would be a perfect fit? Let them know!