Description:
The Administrative Assistant provides an intermediate level of administrative support to the IIMS department on a wide range of administrative tasks. This role participates in collaborative information sharing and problem solving to support the Director in day-to-day activities and special assignments.
As a health and wellness organization, the First Nations Health Authority has aligned with the Provincial Public Health Order released on October 14, 2021. We have a mandatory COVID-19 vaccination policy for all employees at First Nations Health Authority. This policy requires all employees to be fully vaccinated against COVID-19. If selected for employment, you will be required to provide proof of vaccination by providing a copy of your BC Vaccination Card Passport with the QR code.
Responsibilities
- Provide a full range of administrative support services to Directors in IIMS such as; manage calendars; schedule meetings; travel arrangements; process expense claims, create purchase orders.
- Provides administrative support to IIMS, including ordering and receiving stationary supplies, photocopy supplies; maintaining 3rd floor boardrooms; coffee supplies.
- Coordinates all requests to building maintenance, security, and Corporate Service requests, such as security passes, name tags.
- Coordinates the VP, Innovation and IM/IT, CIO Signature Book, obtains signatures, disseminates signed documents to appropriate department, such as contracts, leave forms, etc.
- Assists in arranging and organizing functions, meetings, presentations and conferences including venues, catering and coordinating logistics.
- A full Job Description is Available Upon Request
Qualifications
Education
- High school diploma with a minimum of 2 years’ of relevant work experience in an administrative level position OR an equivalent combination of education and relevant experience.
Experience
- Recent experience in providing administrative and office support services including data entry, filing, scanning, ordering stationary supplies, making travel arrangements; scheduling meetings, making necessary arrangements for meetings (meeting dates, locations, required equipment, catering).
- Demonstrated experience in using a variety of computer software and database applications such as MS Outlook, Word, Excel and PowerPoint.
- Experience managing an electronic calendar for management, including booking and updating meetings and appointments, making travel arrangements, preparing resource material for meetings and appointments, preparing and distributing meeting agendas and minutes.
- Experience providing financial support; reviewing, verifying and processing forms, requests and/or invoices for completeness and accuracy is an asset.