Position Summary

The UFN Chief and Council Executive Assistant provides high-level administrative support to the Chief and Council. This includes largely meeting preparation, document management, quality control, and developing a meeting policy and procedures manual. The role includes agenda development with strategic input from the Operations Manager to achieve ongoing decision-making and strategy. The role requires skills related to attention to detail, ability to handle sensitive, and confidential information with discretion, and sound judgement to decide when and how to share it appropriately.

Knowledge in Indigenous Government would be an asset.

The position will follow a meeting schedule and timeline, including standard templates.

Duties and Respponsibilities:

Strategic Administrative Support: Manage calendars, and coordinate travel;
Scheduling and Meeting Management: Facilitate and Chair meetings, scheduling meetings and meeting facilities, including preparation and distribution of meeting agendas and packages;
Drafting, proofing and providing feedback: Drafts Chief and Council correspondence as directed by Chief and Council and/or the Operations Manager, that includes records, drafts, and distributes draft and adopted meeting minutes;
Document Management: Develops and maintains a filing system for all Chief and Council correspondence, including Band Council Resolutions, minutes and policies;
Research and Information Gathering: Conducting research as required, and compiling information as needed for Band Council Resolutions and Briefing Notes;
Financial Support: Supporting Operations Manager with budget management and financial reporting related to honoraria and travel;
Communication: Drafting emails, invites, and responses on behalf of the Chief and Council that are clear, concise, that are based on facts and evidence;
Policy and Procedure Implementation: Performs all duties and responsibilities in accordance with all UFN polices, standards, and procedures, and develop a meeting policy and procedures manual with standard templates;
Computer and Technology Skills: Strong computer hardware and software skills, including sending electronic calendar invites, editing and creating and managing digital signatures, and resolving computer issues quickly. High Proficiency in Microsoft Office Suite is required: Word, Excel, PowerPoint, and Outlook. Other software and platforms, such as Zoom, Google and Adobe experience is an asset;
Training and Capacity Building: Create future mentorship and capacity opportunities;
Other Duties as Assigned: The role is hybrid and may involve other tasks as needed;

Qualifications:

Pursuant to section 41 of the British Columbia Human Rights Code, preference will be given to applicants of Aboriginal Ancestry.

Education, Training, anD Experience:

Business Administration Diploma, or related field preferred;

Minimum of 3-5 years experience in an executive assistant or similar role;

Strong experience in all aspects of office administration support, such as, drafting correspondence, calendar management, drafting minutes and band council resolutions;

Experience working independently with little or no direction with high-level of integrity;

Skills anD Abilities:

Confidentiality: handle sensitive information with the utmost confidentiality.
Managing Relationships: building trust by consistently demonstrating discretion.
Navigating Complex Situations.
Demonstrated knowledge, experience, and understanding of Indigenous Governance.
Excellent Communicate Skills: ability to communicate clearly and professionally.
Strong Organizational Skills: manage multiple tasks and prioritize effectively.
Adaptability and Flexibility: adapt to changing priorities and fast-paced environment.
Work Collaboratively.
Focus on Delivering Results.
Think and Solve Problems Quickly.
Project Management.
Ability to travel.

Other:

Must provide criminal record check
A valid drivers’ license and reliable vehicle

Send your resume to hr@ulkatcho.ca

Ulkatcho

First Nation