Permanent Part Time

April 23, 2019

Administration

Note: This role is only open to TWN Community Members and TWN Employees.

Place “Council EAA” in the subject line.

(Any resumes & cover letters that come in after the deadline will not be accepted)

JOB SUMMARY: 

Under the direction of the Chief Administrative Officer (CAO), the Council Executive Administrative Assistant is responsible for organizing Council meetings, preparing agenda and meeting materials, meeting minute-taking and distribution, maintaining Council files and general administrative tasks.

DUTIES AND RESPONSIBILITIES:

  • Prepare and update Council biographical profiles, including images.
  • Organize both regularly scheduled and special Council meetings.
  • Prepare and keep a yearly Council calendar.
  • In collaboration with CAO prepare meeting agenda for review and approval.
  • Coordinate logistics for Council meetings – book meeting space, etc.
  • Inform Council members and CAO of meeting details.
  • Send message to Directors and staff to provide deadline date and time to submit agenda items for Council review or decisions.
  • Prepare Council meeting materials, including information from Directors/staff, Community Request forms, Decision Documents, Briefing Notes, presentations, event invites for Council and include any other material at the request of the CAO or Council.
  • Email all meeting materials to Council and CAO.
  • Complete Decision Document form, review with CAO for approval, provide a copy to the presenter or staff member and scan to Council Drive for record keeping.
  • Prepare Band Council Resolutions at the request of the CAO, add BCR number and have Council sign (quorum 4 signatures).
  • Attend and take minutes for all Council meetings.
  • Maintain Council BCR and Decision Document files.
  • Perform follow-up activities resulting from Council meetings, including transcribing and distributing minutes.
  • Ensure all meeting agendas, materials, meeting minutes, council books and other related documents are filed chronologically and archived properly to ensure easy reference and rapid retrieval of information.
  • Maintain Council meeting summaries for public display.
  • Prepare travel schedules, book travel arrangements and make reservations on behalf of Council.
  • May be required to attend external meetings and events as directed by the Chief.
  • Keep all information strictly confidential.
  • Perform other related duties as required.

QUALIFICATIONS:

  • Diploma in Office Administration, Business or equivalent.
  • Three (3) to five (5) years of relevant experience.
  • May consider alternate combinations of education and relevant work experience.
  • Advanced knowledge of Microsoft Office – Word, PowerPoint, Outlook, and Excel, and experience with publishing software.
  • Experience handling sensitive and confidential information and matters in a trusted and responsible manner
  • Willingness to participate in work-related courses, seminars and training as required.
  • Previous experience working in a First Nations community and/or organization is preferred.
  • Must successfully pass a Criminal Records Check.

SKILLS AND ABILITIES:

  • Excellent communication skills – oral, written, proof reading.
  • Ability to be organized, prioritize, and demonstrate competency to handle multiple tasks and deadlines.
  • Excellent interpersonal skills with the ability to interact with Chief and Council, membership and staff at all levels.
  • Strong attention to detail and accuracy with a commitment to high quality work.
  • Proven experience taking comprehensive and accurate meeting minutes.
  • Demonstrated information, records and data management skills and abilities.

KNOWLEDGE:

  • Knowledge of Tsleil-Waututh Nation culture and territory preferred.
  • Knowledge of First Nations cultures and backgrounds

WORKING CONDITIONS:

  1. a) Physical Demands
  • Significant desk work with long periods of sitting and manual dexterity activities (keyboard operations).
  • Lifting or moving audio visual equipment, supplies or materials up to 25lbs may be required.
  1. b) Mental Focus
  • Ability to take direction and occasionally work under pressure.
  • Able to maintain a constructive, flexible, open, cooperative demeanor.
  • Must model adherence to established systems and processes.
  • Ability to work independently, change focus quickly, and pick up new tasks with minimal instruction.
  1. c) Environmental Conditions
  • Dynamic environment with multiple demands, changing priorities and interruptions.
  • Handle highly sensitive and confidential information.
  • Engagement with membership, staff, management and external contacts.
  • Evening and weekend hours.

WHY WORK FOR TSLEIL-WAUTUTH NATION?

Training and career development

Business casual office

Community fitness & gym access

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