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executive assistant

Posted on June 16, 2025 by Employer details Penticton Indian Band

Job details

*Job Summary:* The Executive Assistant is an essential member of the health management/administrative team. Under the direct supervision of the Health Services Manager, the Executive Assistant will provide direct support to the Health Services Manager and the health management/administrative team in a variety of capacities. Support will include but not limited to compiling grant applications, financial administration of grants, keeping management informed on all department related activities, organizing schedules, monitoring electronic data, preparing all necessary reports, responding to enquiries and communications. The Executive Assistant will be responsible for all practices associated with safety compliance and the required reporting. *Core Competencies:* * Accountability * Adaptability * Communication * Continuous learning * Decision making * Organizational and Relationship building * Planning and organizing * Teamwork * Service orientation * Problem Solving * Ethics and integrity *Duties/Responsibilities:* *Job Responsibilities and Work Performed* * Able to work cooperatively as a team player. * Assists and maintains administrative materials daily/monthly (job postings, newsletters, event calendars, email, written and print notices etc.) for the purpose of providing reference information. * Assists with preparing and assembling various information for reporting. * As directed and approved by management, prepare drafts and finalize confidential documents. * Assists and at times creates a range of administrative documents and packages: letters, reports, agenda preparation, and minute taking. * Organizes the Manager's schedule, meetings, and at times coordinating team meetings. * On-going monitoring of managers electronic and paper mail, including coordinating managers follow ups. * Assist with coordinating internal health activities and events. * Directly assists by providing the health receptionist/medical office assistant(s) information to prepare notices and reminders. * Assist the department with cataloguing resources. * Assists clients and others with routine problems and refers non-routine items to supervisor. * Identifies grant opportunities1 prepares grants proposals, monitors deadlines and completion of tasks and/or projects. * Assists with financial matters for assigned programs, including timesheets, expenses, budgets and monitors program spending. * As directed by and on behalf of management1 provides communication for all health staff. * Aids in preparing funding and work plan proposals1 interim reports, and final reports. * Assists in planning safety drills for both health sites (Health Centre and Recovery House). * Performs other duties and responsibilities, as assigned by management, and as deemed necessary for the smooth operation of the department. * Available to assist with public relations (meet and greets - includes building tours of both sites, answer and screen phone calls and direct clients/other professionals to the appropriate personnel). *Qualifications/Requirements:* *Minimum Academic/Educational Requirements* Post-secondary education with a Diploma in Business Administration * Equivalent combinations of education and training may be considered *Other Certification, Licenses, Designations and/or Training* * Comprehensive knowledge of Microsoft Office Suite * Criminal record check including vulnerable sectors. * Must have drivers license with a clean abstract * Criminal record check including vulnerable sectors. *Minimum Level of Experience* * Two (2) year experience in administrative/office management/support capacity. * Knowledge of health services and partners. * Knowledge of Penticton Indian Band community, culture, and services. *Working Conditions:* * Safe and positive environment * Drug and alcohol-free workplace * Busy and stimulating * Manual dexterity ? use of desktop computer and peripherals. All Penticton Indian Band employees are encouraged to learn about the culture