Executive Administrative Assistant

Job content

Executive and Administrative Assistant:

The Skwah First Nation is seeking an experienced Executive and Administrative Assistant to provide administrative support to Chief and Council, the Chief Administrative Officer and support the administrative functions of the Band. This includes support of Chief and Council, the Chief Administrative Officer and Program Managers and various committees in the following functions: meeting organization, minute taking, record keeping, communications functions; and supporting the hiring of staff.

The successful applicant will have significant and proven administrative skills and abilities and experience in working in fast-paced administrative environments. The role requires a high level of confidentiality and significant organizational skills. We are seeking a candidate with significant past administrative experience, preferably in a First Nation organization. The Executive and Administrative Assistant demonstrates the following personal attributes:Confidentiality, Integrity, Respect, Trust, Honesty, Compassion, and Accountability.

Position Summary

The Executive and Administrative Assistant provides support to Chief and Council, the Chief Administrative Officer, and the Band:

· Works with the Chief and the CAO to prepare agendas and organizes and distributes timely Chief and Council packages for all meetings.

· Takes minutes at all Chief and Council meetings and ensures a record is keep of all meetings.

· Organizes meetings, phone calls, Zoom or Microsoft Teams meets for committees for Chief and Council, the CAO and Band managers, organizes agendas, prepares and distributes packages accordingly (e.g. Lands Committee, Comprehensive Community Plan).

· Takes minutes at required committee and Band administration meetings and maintains organized records.

· Organizes community meetings and events (monthly membership meeting, special meetings (e.g. Land Code)) and ensures appropriate recording of the proceedings. This will also include promotion of events in the community.

· Develops the monthly newsletter with the input of Chief and Council, the CAO and Band managers.

· Provides a central role in effective record keeping for SFN including:

o Maintains a centralized filing and record keeping system either electronic or paper; ensuring appropriate records are kept for a required amount of time.

o Implements the record and filing system, in consultation with the CAO.

o Maintains appropriate logs and records of:

§ Band Council Resolution (BCR logs)

§ Maintaining vehicle sign out and use

§ Grants log

§ Departmental record keeping (e.g. Lands)

§ Confidential human resource files etc.

· Undertakes various promotional activities including social media posting, posters and other activities to provide information to the members

· Assists in the process of hiring of staff including organizing short listing committees, organizing interviews, and assisting in the on-boarding of new staff including providing an orientation manual, policies and procedures, keys, coordinating getting a computer and electronic passwords, office and desk.

· Other administrative functions as required.

Qualifications

· A post-secondary education in an administrative support (e.g. such as Applied Business Technology (ABT) certificate from the University of the Fraser Valley). Proof of educational credentials is required.

· Significant and demonstrated knowledge and experience in the use of Microsoft Office (Word, Excel, mail programs etc.) and publishing programs like Publisher or CANVA

· Significant experience in working in an organization in a senior administrative support capacity with preference given to those who have worked in a First Nations administrative environment

· Experience in working in environments with high confidentiality requirements

· Strong organizational skills and the ability to multi-task

· Excellent communication skills, written and oral.

· Familiarity with Band programs, regulations, practices, policies and procedures.

· Understanding of First Nation history, culture and contemporary issues would be an asset.

Job Type: Full-time

Salary: $21.00-$23.95 per hour

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Chilliwack, BC V2P 2E9: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 2023-05-15
Expected start date: 2023-05-22