Chief Executive Assistant
3 weeks ago
The Chief Executive Assistant plays a crucial role in delivering vital administrative and executive assistance to the Chief. This multifaceted position demands a proactive approach, critical thinking, and the ability to propose effective solutions to challenges while maintaining a high degree of professionalism and confidentiality.
Key Responsibilities:
- Oversee and manage comprehensive administrative functions for the Chief, ensuring efficient workflow and providing support as needed.
- Deliver executive assistance to the Chief, including organizing travel, planning meetings, managing correspondence, and addressing inquiries while resolving conflicts and making recommendations for seamless daily operations.
- Handle sophisticated calendar management and prepare daily schedules for meetings, ensuring all necessary background materials and speaking notes are available.
- Attend bi-weekly meetings with the Chief and Council, documenting minutes and distributing them within established timelines.
- Draft outgoing communications in line with provided guidelines.
- Research, prioritize, and follow up on incoming issues and concerns directed to the Chief, particularly those of a sensitive or confidential nature, determining the appropriate course of action.
- Collaborate closely with the Chief to keep them informed of upcoming commitments and responsibilities, ensuring timely follow-ups.
- Act as the primary liaison for internal and external stakeholders on all matters concerning the Chief, including those of a highly confidential nature, prioritizing and determining the appropriate response while reflecting the Chief's style and organizational policies.
- Maintain and monitor all expenses related to the Chief, including monthly credit card reconciliations.
- Ensure open lines of communication with the Williams Lake First Nation team.
- Manage inventory supplies for the Chief.
- Support the mission, vision, and values of the Williams Lake First Nation.
- Contribute to the ongoing success of the organization by undertaking additional duties as assigned.
The responsibilities outlined are intended to provide a general overview of the role and are not exhaustive. All staff members are expected to work collaboratively and maintain confidentiality regarding all information encountered while fulfilling their duties.
QualificationsKnowledge:
- Familiarity with the Williams Lake First Nation community, traditions, teachings, culture, protocols, and practices.
- Proficient in utilizing information technologies, including Microsoft Office Suite, presentation tools, online education platforms, and social media.
Skills & Abilities:
- Typing proficiency of at least 40 words per minute.
- Strong communication skills for effective collaboration with internal and external stakeholders.
- Critical thinking and logical reasoning abilities to assess situations, resolve issues, and make informed decisions.
- Capacity to follow directions and work autonomously.
- Exceptional interpersonal skills.
- Ability to exercise sound judgment and make decisions promptly.
- Self-regulation, deadline adherence, and attention to detail.
- Team-oriented mindset with flexibility regarding job functions.
- Strong organizational skills to prioritize and manage multiple tasks effectively under pressure.
- Thorough understanding of technical documentation and best practices.
- Advanced familiarity with technology and desktop applications (e.g., MS Teams, Zoom, Outlook).
- Office environment.
- Immediate service provision.
- Awareness of the sensitivity, confidentiality, and urgency of requests while balancing other work commitments.
- Travel for meetings, conferences, and events may be required.
- Non-standard working hours, including evenings and weekends, to accommodate community needs.
- Ability to obtain and maintain a Criminal Records Check.
- Possession of a valid BC Driver's License and Driver's Abstract.
- Access to a vehicle in good working condition with appropriate insurance, or access to a company vehicle if provided.
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