Executive Assistant to the Takla Nation Chief

Takla Nation

POSITION TITLE: WAGE: $29.01 – $37.29

DIRECT REPORT:

Chief of Takla Nation

SUPERVISOR:

Chief of Takla Nation

POSITION OVERVIEW:

Reporting to the Chief, the Executive Assistant is responsible for the effective operation and professionalism of the Chief’s Office, including communications, scheduling, coordination, referrals, and appropriate office and support procedures. The Executive Assistant relays matters which require the Chief’s attention, coordinating appropriate levels of collaboration between the Chief, Councilors, the Chief Administrative Officer, other staff, Takla members, other Nations, government, and industry representatives.

This position must remain current on all the political files of the Chief and the Nation to ensure that the Chief and Council can maximize connections and opportunities for the Takla Nation. This includes researching and preparing necessary information for political meetings as directed. This position requires strong organizational and planning skills, exceptional communications and problem-solving/referral ability, initiative, flexibility, a high degree of human relations skills, and a broad knowledge of First Nations governance and administration and of the emerging political environment for First Nations. The incumbent must consistently display tact, confidentiality, courtesy and political awareness and astuteness.

SPECIFIC DUTIES:

· Provide consistent and excellent administrative support to the Chief. Manage mail, email, texts, faxes, phone, and other communications to ensure the Chief is informed of emergent issues, schedules, and relationship considerations on all fronts.

· Contribute to Takla Nation’s integrity and image by being knowledgeable about First Nations protocol, government protocol, and the structures and protocols for: Tse Keh Nay (TKN), Carrier Sekani Tribal Council (CSTC), Carrier Sekani First Nations (CSFN), Carrier Sekani Family Services (CSFS), Sasuchan Development Corporation (SDC), the Resource Development Team (RDT) and the Lands Department.

· Provide timely and appropriate responses to enquiries or refer to other departments or agencies as appropriate.

· Establish and maintain positive relationships with internal and external individuals and agencies.

· Refer matters from Takla members and other sources, which include those of a politically sensitive and/or controversial nature. Identify and triage priority matters in collaboration with the Chief and the CAO.

· Maintain confidentiality and provide confidential support as necessary.

· Prepare agendas, attend meetings, record minutes, prepare documents, and maintain efficient filing and indexing systems. Plan various meetings, and other functions.

· Coordinate travel arrangements, reconcile expenses, maintain calendars, and research information.

· Draft correspondence as required on behalf of the Chief and Council.

· Manages all records for the Chief and Council and ensures the security of correspondence, records, and corporate documents.

· Make required purchases, adhering to the Finance and Purchasing Policy.

· Maintain an active familiarity with the Governance Policy, Election Code and other relevant policies and procedures.

· Handle a variety of special assignments independently; balance and manage a substantial workload of projects and initiatives with overlapping priorities and deadlines, and with varying internal pressures.

· Engage in, contribute to, and accomplish the vision and goals of the Nation.

· Promote a positive work atmosphere and communicate in a professional manner that demonstrates mutual respect.

· Work in collaboration with the Executive Assistant to the Chief Administrative Officer.

· Other related duties as directed.

· Professional appearance

· Follow all Takla Nation Policies and Procedures and display a commitment to the values and culture.

· Ability to undergo an appropriate criminal records review and police record check successfully and periodically is required

SKILLS AND QUALIFICATIONS:

· Knowledge of First Nations culture and traditions, systemic issues faced by First Nations people, and of the political and administrative structures of First Nations.

· Completion of relevant Administration, Political Science, and First Nations Studies credentials, with a minimum of two years of previous executive assistant experience at a similar level or an equivalent combination of education and experience.

· Proficient in appropriate technological resources, including word processing, spreadsheet and database construction and application, e-mail, internet, and web-based research.

· Proven ability to effectively juggle multiple priorities and timelines in a rapidly changing environment.

· Demonstrated commitment to service excellence.

· Demonstrated positive experience and judgment in decision-making and problem-solving.

· Excellent interpersonal skills.

· Proven ability to gather, analyze, integrate, and summarize complex and varied material and to provide accurate, complete, and current information and advice on short notice.

· Demonstrated initiative to stay informed about community and organizational changes, initiatives, and opportunities.Demonstrated critical thinking and analysis/feedback skills.

· Demonstrated excellent oral and written communication skills, including ability to produce short project information and data summaries.

· Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines, usually beyond the control of the position.

· Proven ability to develop and maintain positive working relationships internally and externally.

· Ability to maintain confidentiality.

· Ability to work positively in a busy, demanding environment.

· Available to be on call after regular hours.

BENEFITS PACKAGE:

At Takla, we value the dedication of our employees, which is why we give so much in return. In addition to Competitive pay, we also offer the following:

· Comprehensive Health benefits package with Medical, Dental and Vision coverage.

· An employer matched the Pension Plan up to 5.5 percent.

· Excellent learning and advancement opportunities.

· Group RRSP plan.

· Opportunities for personal and professional training and development

· 18 sick days

· 5 personal days

· $500 Health care spending account per fiscal year.

· Paid time off during Christmas break

Preference will be given to qualified applicants of Indigenous ancestry in any hiring decision as per section 21 of the Human Rights Code. Please declare your Indigenous status in your application.

Please send your completed resume to hr@taklafn.ca

Job Type: Full-time

Pay: $29.01-$37.29 per hour

Expected hours: 35 per week

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Executive Assistant: 1 year (preferred)

Licence/Certification:

• Must posesss a valid driver’s license (preferred)

Work Location: In person