Details:
Job Summary:
The Executive Assistant to Chief and Council (EA) is the person designated by the Band Council to be responsible for providing dedicated support and service to the Chief and Council to ensure that efficient governance practices are in place. The priority is to ensure that Wei Wai Kum Council is on target to meet its annual goals and commitments to the Membership.
Duties/Responsibilities:
Priorities:
• Keep Chief & Council on track to meet Governance Action plans by coordinating work flow for Council ensuring requirements, projects and action items are tracked, completed within timelines and information forwarded to Council when required
• Completing administrative duties including drafting correspondence, filing, sorting and distributing Council mail and other duties
• Update and complete delegated tasks to ensure progress to deadlines
• Take initiative within scope of job to ensure activities and responses are done
• Ensure Council honoraria is submitted and reviewed for correctness and sent to Chief for approval
• Prepares Council meeting minutes and Band meeting minutes in a timely manner
• Prepares pertinent Band Council Resolutions for agenda items when required prior to Council meetings
• With Chief Councillor, prepares the Council meeting agendas and documents, ensuring all are sent to Councillors by Thursday prior to a regularly scheduled Council meeting
• Prepares invitations and handles schedules for all guests invited to Council meetings
• Maintain Policy and Procedures manuals are kept up to date and available for Council to ensure consistent performance of routines within the Band office and in dealings with band members
Communication:
• Compose correspondence/reports with other staff’s assistance when necessary, for Chief & Council’s signature.
• Liaises with the Operations Manager and CFO on a regular basis
• Will not give direction to staff without permission from the Operations Manager.
• Arrange essential mail in priority order for Chief & Council
• Check deadlines on incoming requests and put preliminary work in play
• Process replies on own initiative or from Chief & Council’s direction or notes
• Research, draft or abstract reports
• Handle all inquiries for Chief and Council
• Arrange "callbacks" only when cannot handle inquiry
• Provide back-up materials for callbacks in a timely manner
• Ensures all member inquiries and concerns are answered in a timely manner, tracking and keeping Council up to date on responses
• Routes calls to Operations Manager or other staff when appropriate
• Do phone surveys/inquiries as needed
Appointments/Meetings/Guests
• Maintain calendar; ascertain which events require Chief & Council’s presence
• Fix commitments to maximize Chief & Council’s time efficiency; Allow decision/desk time
• When Chief or Councillor chair meetings:
Prepare agenda in advance
Arrange meeting facilities and refreshments
Act as recording secretary; prepare action minutes
• Administer stringent meeting booking schedule for efficient time management.
• Screen guest meetings to control interruptions
• Provide back-up data as needed to meetings when required
• Arrange amenities as needed at meetings
• Schedule visits away from Chief & Council’s area for guests to protect priority/private tasks when required
Travel
• Arrange travel including hotel, airfare bookings
• Prepare itinerary, trip file and supplies
• Prepare expense claims for Chief & Council for approval and processing
• Complete expense reimbursement forms and reports for all Council travel
Data Management
• Improve/tighten storage/retrieval systems
• Update and manage index
Routines
• Update position process manual
• Routinely re-order Chief and Council supplies
• Update mail/phone directories
• Make these available to trainees
Projects
• Handle administrative detail for all assigned projects
• Seek greater role in projects within administrative and other areas of competence
• Seek training on projects outside of range
• Study and review Wei Wai Kum policies and procedures
• Take part in any administrative meetings to assure administrative follow-through
Confidentiality
• Perform to earn Chief & Council’s full confidence
• Assure discreet handling of all business
Working Conditions:
• Public administration – fast-paced, multidisciplinary environment
• Busy office setting
• Constant time pressures to organize and meet deadlines
• High volume of communication demands (telephone calls, emails, fax)
• Manual dexterity required to use desktop and peripherals
• Exposure to fatigue and strain from prolonged periods of sitting and keyboarding
• Exposure to stress related time pressure, multiple demands,
• Occasional travel as required
• Overtime may be required
Qualifications & Experience:
Education and Skills:
• Post-secondary education related to Office Administration and Business Writing
• Minimum of 5 years in a high level Administrative Assistant role
• Knowledge of office administration and basic financial procedures
• Knowledge of council and committee systems
• Ability to maintain a high level of accuracy confidentiality concerning all Council business
• An understanding of the Wei Wai Kum cultural and political environment
• Excellent interpersonal skills
• Team building skills
• Analytical and problem-solving skills
• Decision making skills
• Effective verbal and listening communication skills
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Effective written communication skills including the ability to prepare reports
• Computer skills including the ability to operate spreadsheet and word processing programs
• Effective Public Relations and Public Speaking skills
• Research and Program development skills
• Stress Management skills
• Time management skills
Abilities:
• Ability to analyze problems systematically, organize information, identify key factors and underlying causes and generate appropriate solutions.
• Ability to manage projects and other time sensitive activities.
• Superior ability to communicate both orally and in writing, including proposal writing.
• Ability to accurately listen and understand and then respond appropriately taking into consideration cultural nuances.
• Ability to motivate others, foster teamwork and manage time of self, teams and staff.
• Ability and willingness to lead by example.
• Ability to accomplish results through others, inside and outside of the Nation and community.
• Superior ability to handle conflict using sound judgement with the goal of win/win outcomes whenever possible.
• Ability to accept criticism.
• Ability to deal with and accept diversity and adapt to change.
• Ability to reflect on difficult situations to improve future performance.
• Ability to foster effective, professional interpersonal relationships.
• Ability to participate in continuous learning.