Executive Coordinator

Cheam First Nation is seeking an Executive Coordinator to help contribute to the overall alignment and success by supporting the daily operations of the CHEAM Chief & Council and the Executive Director.

**What Cheam First Nation will offer you**:
We believe in fostering a comfortable and collaborative work environment, which includes casual office attire while maintaining professionalism. We also provide a total reward benefit package to employees beginning their first day with extended health and dental benefits that include prescription medicine coverage, eye glass coverage, along with disability and life insurance, in addition to somatic traumatic informed therapy. You are also eligible for employer RPP (Registered Pension Plan) match along with paid vacation days in your first year of employment.

Cheam determines an individual’s pay based on multiple factors including experience, education, job-related skills, and equity within the team. The compensation range for this role is $55,000CAD - 67,000CAD.

**We are eager to connect with you, if**:

- Excellent time management, organizational, and planning skills
- Possesses strong ethical standards, work ethic, and highly motivated
- Ability to work in a team geared, cultural and politically sensitive environment
- Ability to balance competing priorities, multitask, and to work under pressure
- Ability to manage comprehensive scheduling of multiple stakeholders
- Ability to be flexible and to work in an environment that applies cross training within other Departments
- Strong research & information gathering abilities
- Excellent listening, verbal and written communication skills. Proficient with community and staff engagement
- Ability to maintain Confidentiality and abide by Cheam First Nations’ Policies and Procedures
- You have the ability to balance competing priorities, multitask and work under pressure with tight deadlines

**A day at the office could include**:

- **Supervisory**:_
- Provide direction and mentoring to the Executive Assistant and Receptionist
- **Administrative and C&C Support Functions**:_
- Ensure the C&C calendars are maintained, including: prioritization, coordination and scheduling internal and external meetings, appointments, and conference calls. Assists to resolve time management/scheduling conflicts as required. This may include: booking accommodations, venues, catering, agenda preparation, registration requirements, preparing meeting document packages, minute taking and drafting of formal minutes. Ensure that a master calendar of all C&C schedules is updated regularly
- Prepare confidential documents, memoranda, letters, Band Council Resolutions (BCR’s), briefing reports, and other correspondence on behalf of C&C
- Organize and maintain a master calendar for all C&C with the assistance of the Executive Assistant
- Manage expense forms for C&C
- Attend, take and draft minutes of all Chief and Council meetings and conference calls, relaying action items and other activities required for follow-up when the Executive Assistant is absent
- Ensure that C&C stay abreast of all pending deadlines
- Assist with assembling reports and/or other administrative paperwork
- Coordinate venues, accommodations, registration, travel arrangements, catering etc. on behalf of C&C
- Perform research on a variety of C&C related topics as required. Prepare researched information and make presentations to C&C for decision making purposes
- Ensure timely, accurate and relevant reporting is provided to Chief and Council, the Executive Director, Management Team and Funding Agencies, as per prescribed deadlines
- Coordinate and review communication and reports between Council and Administration as required
- **Fiscal Responsibilities**:_
- Assist with or prepare all financial documentation on behalf of C&C. This may include: honoraria, purchase orders, cheque requisitions, expenditure reimbursement forms, travel forms, etc.
- **Asset Management and Compliance, Bylaw and Safety/Risk Management**:_
- Purchase necessary equipment, tools, materials, supplies, etc. within the established budget
- Ensure that all assets, materials and supplies are safeguarded, tracked and that inventory records are updated as required
- **Xyntax Systems Functions**:_
- Develop and/or maintain C&C/Governance related data into the Xyntax system
- Develop and maintain an active Band Membership list and information database
- Ensure the timely and accurate data entry. Ensure detailed data entry is being completed regularly and promote the increasing use of the software organization wide
- Ensure the security and confidentiality of data including password user access to Xyntax program
- **Records Management**:_
- Develop and/or maintain efficient electronic and physical filing systems, records storage and databases for C&C re: Governance and C&C related activities, projects, etc. Develop and maintain an organized system for all political info., service contracts and agreeme