Executive Assistant to Chief

**POSITION**:
Executive Assistant to Chief and Council (EA)

**LOCATION**:
Yekooche First Nation Administration Office

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The Executive Assistant is primarily responsible to provide a variety of administrative and clerical support services to the Chief and Council and to the Executive Management Team (EMT).

**DUTIES AND RESPONSIBILITIES**:
Provides a variety of administrative support and clerical assistance to Council and to the Executive Management Team (EMT).

Performs administrative duties including drafting, typing and preparing confidential and non-confidential materials such as letters, correspondence, reports, and spreadsheets.

Creates templates, spreadsheets, forms, posters, and power point presentations as required.

Attends all Chief and Council meetings and does not influence content or decisions, unless specifically asked for feedback.

Assists in the preparation of the meeting agenda packet in collaboration with the Chief and support from the Executive Management Team (EMT) and circulates to all prior to the meeting.

Records minutes during Council meetings and other meetings as requested by Chief and Council.

Coordinates lunches/refreshments for Council meetings as well as other meetings as requested.

Prepares draft and final minutes, including resolutions, and circulates them to Chief and Council and the EMT. Ensures approved copies are filed for easy retrieval when requested by Chief and Council and/or band membership.

Prepares draft Band Council Resolutions (BCR’s) for Chief and Council review and approval. Ensures they are recorded and filed properly with a clear numbering system and forwards copies to the applicable individual/organization.

Records in-camera minutes as requested, seals them, and files in a locked cabinet. Prepares, compiles and edits Council quarterly reports to present to the Membership. Tracks, coordinates and updates Council Members meeting schedules. Communicates and liaises with Membership, staff and the public.

Co-ordinates travel and expenses for all Council members.

Purchases gifts for delegations/special events as requested.

Orders and distributes office supplies to Chief and Council.

Assists in responding to and coordinating correspondence, inquiries and invitations to Council in coordination with the EMT.

Assists with the execution, follow-up of Council Directives/Action Items (chart). Fills in the status update for each item prior to the duly convened meeting of Council.

Serves as a Recording Secretary from time to time as may be required.

Assists in scanning and maintaining the Council’s filing system as required; hard copy and electronic.

Co-ordinates Council Territorial welcomes and openings internally and for outside organizations and events (requests for prayers/blessings as requested by Council).

Co-ordinates or assists with special projects and events as required, including general and special band membership meetings.

Attends a variety of meetings including Council Committee meetings, external meetings, conferences and events as required.

Performs other duties and responsibilities as necessary in the performance of the position as required.

Performs all duties and responsibilities in accordance with the Yekooche First Nation policies, standards and procedures.

Maintains a high level of confidentiality on all matters relating to the affairs of the YFN.

**QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE**:
Administration or Business Administration Certificate or equivalent; Diploma preferred.

Certification in Local Government Administration or equivalent work experience preferred.

A minimum of 3-5 years administrative, clerical, or related experience; Minimum of 3-5 years’ experience in a legal and/or government setting preferred.

Previous experience as an assistant to a public official would be an asset.

Experience in crafting and preparing letters, documentation, reports, presentations and memoranda in a professional, timely manner; Experience in managing confidential situations and materials.

A minimum typing and transcribing speed of at least 40 wpm.

Intermediate level of ability in Microsoft Word, Excel, PowerPoint and Outlook; Intermediate level of ability in Microsoft Publisher preferred.

Excellent written (the ability to compose letters and reports) and verbal communications skills (i.e. friendly, personable and professional).

Familiarity with social media platforms such as Facebook, Instagram, LinkedIn, Twitter, and YouTube.

Strong organization and research skills; Ability to prioritize and multi-task. Attention to detail and a high degree of accuracy.

Conducts business in a professional manner and in an un-biased way. Ability to read and understand general ledger reports.

Ability to work well independently and in a team environment.

The ability to work well with others and build relationships with a variety of internal and external stakeholders.

Knowledge of YFN policies, programs, and services.

Class 5 Driver