Assistant to Chief of Xeni Gwe'tin

Tŝilhqot’in National Government - Ulkatcho 14A, BC (il y a 30+ jours)

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Assistant to Chief of Xeni Gwet’in

Classification: Full time permanent position

Hours: Monday to Friday (7 hours per day)
Salary: Depending on experience and education

Location: Xeni Gwet’in Community (Nemiah Valley) or Virtual upon discussion

Deadline: Until Filled

The Negotiations & External Affairs branch of the Tŝilhqot’in National Government (TNG) is tasked with supporting the Tŝilhqot’in Chiefs as they work to achieve lasting reconciliation for the Tŝilhqot’in peoples in their engagement with British Columbia and Canada. The Chief’s Assistant primarily assists our Tŝilhqot’in Leadership with routine and confidential administrative work pertaining to their work with communities, the Negotiations Team and with the Canadian and BC governments, with due regard to deadlines and priorities.

The Chief’s Assistant ensures the elected Chief is well organized and prepared for his duties, meetings, and events. The Chief’s Assistant may also be asked to assist the Communications and Sub-table Managers to prepare updates and communication materials for community meetings. On occasion, they may attend community meetings with the Communications Manager, Community Coordinator, or the Sub-table Manager(s). This may require travel and a minor amount of overtime.

KEY RESPONSIBILITIES

Meeting Planning and Execution:
Liaise with Band Managers, Community Coordinators or others to schedule meetings and events;
Assure the efficient planning and execution of meetings and events when requested;
Ensure appropriate supplies are obtained for the smooth operation of meetings and events;
Prepare and distribute meeting agendas, material preparation, assisting with meeting logistics,
Timely preparation of meeting minutes, event outcomes, and distribution of approved documents;
Preparation of expense reports;
Assistance at Nation events

Administration:
Provide logistical support for meeting rooms, including monitoring the calendar of meetings, trouble-shooting meeting requirements;
Receive the Chief’s calls, take messages, route correspondence appropriately;
Manage the Chief’s routine enquiries and business;
Undertake the Chief’s correspondence as directed;
Provide drafts of correspondence for editing, revise and finalize for signature;
Undertake the Chief’s routine photocopying, typing, spreadsheets, filing, timesheets, and other administrative duties;
Provide advice to integrate activities and events with our Tŝilhqot’in cultural protocols and traditional practices;

Travel Management:
Assist with the Chief’s regular travel arrangements, including flights, hotels, ground transportation arrangements, meeting set up, catering, coding and expense reports;
Assist with troubleshooting the Chief’s regular travel arrangements when undertaken by TNG;

Records Maintenance:
Work with reception and other administrative staff to manage and maintain filing systems;
Maintenance of a substantial filing system (paper and digital);

Reports:
Research, write and produce quality reports and presentations for Chief, Council, Sub-table Managers;
Assist with grant reporting;

Other duties as assigned.

QUALIFICATIONS

Post-secondary education in a relevant field (Administration, English, Communications or other)
A minimum of 2 years of experience in an executive assistant role; or 3 years in an administrative assistant role;
Ability to thrive in a fast-paced environment;
Superior verbal and writing skills;
Proficiency with all Microsoft Office software;
Knowledgeable about office;
Exceptional organizational skills, with proven ability to meet deadlines in a professional manner;
Comfortable with multiple reporting-type relationships with capacity to advance and balance multiple priorities;
Highly resourceful team player, able to work independently and make sound, informed decisions;
Proven ability to maintain confidentiality;
Familiarity with indigenous organizations and with the Tŝilhqot’in Nation is preferred;
Ability to travel for work related meetings as needed;

Please send your resume, cover letter, and 3 references by the closing date to:

Brittany Spooner

Human Resources Generalist

Tŝilhqot’in National Government

253 – 4th Avenue North

Williams Lake, BC, V2G 4T4

Email: bspooner@tsilhqotin.ca

Only those invited to interview will be contacted.

Preference will be given to those of Aboriginal Ancestry - Section 16(1) Canadian Human Rights Act.