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