Executive Assistant to Chiefs & Council

Title:                      Executive Assistant to Chiefs and Council

Department:      Governance

Status:                  Full Time Regular

Pay Grid:              $62,160.00 to $81,585.00 per year

Reporting to:      Chief Administrative Officer

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Summary of Duties:

Reporting to the Chief Administrative Officer (CAO), the Executive Assistant to Chiefs and Council provides high-level administrative and secretarial support and direct assistance to the CAO and Chiefs to ensure the smooth operation of the organization.  The work involved highly confidential work and requires strong attention to detail and accuracy.  There is a high degree of interaction with Lil’wat Nation Councillor’s and staff as well as Community members and dignitaries on occasion.  Resourcefulness and the ability to work independently with minimal supervision is paramount in this position.  

Key Deliverables and Expectations:

• Provide high-level administrative support and work closely with the CAO, and as required, Chiefs & Council, Senior Management, Government Officials and External professionals.
• Manage information systems, including research and information gathering, and the creation, storage, retrieval, maintenance, and organization of records and materials.
• Coordinate communications, including receiving and disseminating information, supporting community interface, and providing proactive problem-solving.
• Collaborate with the CAO on agenda setting and prepare meeting packages for regular Chiefs and Council, other Committee meetings and General Assemblies.
• Prepare and maintain Records of Decision, including minute-taking using iCompass, distribution, and filing for assigned boards, committees, and meetings.
• Coordinate scheduling, including appointments and meetings, resolving conflicts, and communicating updates.
• Provide administrative support including memos, briefing notes, correspondence, letter editing, travel arrangements, and financial processes using eRequester.
• Coordinate procurement and logistical support for meetings and events, including supplies, catering, materials, and ensuring equipment (e.g., projector, screen, microphone) is properly set up and functioning.
• Support accounts receivable processes, including honoraria reconciliation.
• Act in the strictest confidentiality and professional manner.

Experience and Attributes: 

• College degree, diploma in business administration or office administration or an equivalent combination of education, training and experience.
• Flexible schedule to support the organization when needed.
• Strong proficiency in Microsoft Word, Outlook, Excel & PowerPoint.
• Accounting Fundamentals is an asset.
• Knowledge of office management systems and procedure (knowledge and experience with Erequester and or iCompass is an asset).
• Outstanding written and verbal communication skills in the English language.
• Ability to work independently as well as effectively with a team.
• Able to establish good working relationships with Chiefs & Council, Senior Management, Government Officials, External Professions and staff.
• Strong organizational skills, meticulous attention to detail and time management skills.
• Ability to meet deadlines prioritizes assignments, manage multiple tasks simultaneously and maintain confidentiality.
• Motivated self-starter and with strong interpersonal skills.
• Highly professional in all aspects of business, presentation and interaction with all stakeholders, clients, and Members.
• Knowledge and interest in Lil’wat Nation territory, culture and history an asset.
• Previous experience working with First Nations is an asset. 
• Must be able to provide a clear criminal record check, including the vulnerable sector.

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