• EXECUTIVE ASSISTANT TO TRIBAL ADMINISTRATOR
  • Location
    56007 RR 272, Morinville, AB| Alberta
  • Job ID
    15532
  • Views
    76
  • Date Posted
    11-08-2022
  • Expiry Date
    07-02-2023
  • Type of Job
    Full Time
  • Salary
    CAD $70,000
  • Min. Experience
    2 years to less than 3 years
  • Min. Education
    Bachelor's degree
Job Details
JOB OVERVIEW
The Executive Assistant, is primarily responsible for providing direct administrative and management assistance to the Tribal Administrator (TA).

PRIMARY DUTIES AND RESPONSIBILTIES (include but are not limited to)

• Provide direct executive administrative/secretarial assistance to the Tribal Administrator
• Maintains an effective correspondence record keeping (filing) system
• Maintains the TA meeting schedules, appointments and meeting planner
• Manages and administers the TA Email system (information and updates)
• Attends all TA meetings and transcribe effective meeting minutes
• Prepares all travel schedules, travel arrangements, and lodging reservations
• Coordinates agendas and prepares information for meetings
• Prepares all documents, reports, and correspondence
• Responds to inquiries regarding schedules and requests for meetings
• Prepare succinct and accurate reports within tight timelines
• Proactively anticipate, identify and resolve issues quickly before they have an undesirable impact
• Develop and deliver issues management plans and provide advice and support
• Provide a high-level understanding of issues affecting the AFN, individual programs and staff members and develop communications to support as required
• Achieve agreed outcomes and identify opportunities to improve the quality and efficacy of crisis and issues communications
• Respond quickly and efficiently to reactive issues
• Provide high-level and strategic advice to stakeholders across AFN and deliver effective and targeted messages to relevant audiences
• Determine topical and strategic approach to daily events and concerns of band members and leadership

EMPLOYMENT REQUIREMENTS & QUALIFICATIONS:

• Bachelor’s Degree, Administration Degree or equivalent
• High school diploma with a minimum of 5 years’ executive administrative experience
• Previous working knowledge and experience working with First Nations Communities and Indigenous Cultures is a definite asset.
• Experience in stakeholder and community engagement.
• Understand and speak Cree is an asset

Salary will commensurate based on experience and qualifications.
Applicants will be screened based on qualifications. Only qualified applicants will be interviewed.

Please submit your resume, copies of degree and/or certificates via email, along with a cover letter attention to:
Christiana Huggins
Alexander First Nation, P.O. Box 3419 Morinville AB T8R 1S3
Telephone: 780-939-5887
Email: christiana.huggins@alexanderfn.com
Job Description
The Executive Secretary, assist the Alexander First Nation (AFN) Tribal Administrator by constantly maintaining a clear understanding and breadth of knowledge on emerging issues.

Duties and responsibilities

Duties include flexible responsibilities that encourage the employee to ‘work outside the box’ and within reason. These include, but are not limited to the following:

Administration Management Executive Assistance

• Review and prioritize incoming correspondence, reroute or copy as appropriate and/or attach pertinent files or related correspondence
• Prepares outgoing administrative and management correspondence
• Maintains an effective correspondence record keeping (filing) system
• Receive, screen and direct telephone calls for the Tribal Administrator
• Prepare professional and confidential correspondence, memos and document
• Photocopy and file documents.
• Coordinate and organize logistics for meetings
• Schedule and document dates of meetings, and record notes during meetings
• Prepare and maintain the TA task lists
• Prepare and distribute agendas, minutes and supporting documentation for meetings.
• Coordinate and organize travel accommodations, meeting space, food and other supplies for meetings.
• Prepares operational reports and schedules as requested
• Prepares community notices, bulletins and posters as requested
• Disseminates incoming mail to appropriate personnel
• File and retrieve documents and reference materials
• Monitor, screen, respond to and distribute incoming communications
• Answers calls in the absence of the Tribal Administrator
• Receive and interact with incoming visitors
• Liaise with internal staff at all levels
• Coordinate project-based work
• Schedule, update and send reminders of scheduled meetings, speaking engagements and appointments
• Conduct research and compile information for draft reports. Assist with special projects
• Draft policies, procedures and other professional documents as directed.
• Always maintain and present a positive and professional image of the executive office.
• Coordinates, and schedules the Tribal Administrator meetings with
• Maintains the Tribal Administrator meeting schedules, appointments and meeting planner
• Manages and administers the TA email system (information and updates)
• Prepares check requisitions with required backup documentation on behalf of the TA
• Attends all TA meetings and transcribe effective meeting minutes
• Reviews and distributes all meeting minutes
• Prepares all TA travel schedules, travel arrangements, and lodging reservations
• Coordinates agendas for the TA meetings
• Prepares all documents, reports, and correspondence for the Tribal Administrator signature
• Responds to inquiries regarding the TA schedules and requests for meetings or attendance
• Gathers and prepares information packages for meetings
• Attends all AFN Community meetings
• Prepares all formal documentation for distribution to the AFN Community
• Coordinates luncheons and beverages for the TA meetings when required
• Provides accurate and timely information to the TA when required
• Relays and distributes the TA schedules via email and or correspondence to the AFN Program Managers and staff
• Provides advocacy to the AFN TA regarding meeting agenda items and discussions
• Acts as the official liaison representing the AFN TA in a professional manner at all times
• Prepares draft reports, background documentation and research as requested and/or required for the Tribal Administrator
• Ensures security, integrity and confidentiality of all AFN data/information

Education and Experience:

The Tribal Administrator Executive Secretary shall meet the following education and experience:

• Bachelor’s Degree, Administration Degree or equivalent
• High school diploma with a minimum of 5 years’ executive administrative experience
• Previous working knowledge and experience working with First Nations Communities and Indigenous Cultures is a definite asset.
• Experience in stakeholder and community engagement.
• Valid Alberta driver’s license and access to a reliable insured vehicle.
• Understand and speak Cree is an asset

Key Competencies:

The Tribal Administrator Executive Secretary must possess the following key management competencies:

• Organizing and planning skills
• Communication skills
• Information and gathering skills
• Problem analyzing and problem-solving skills
• Judgement and decision-making ability
• Work and time management
• Attention to detail and high level of accuracy
• Initiative
• Motivated
• Punctual
• Integrity
• Adaptability
• Team work and collaboration
• Confidentiality


Working conditions

Working conditions include:

• Travel as required and/or requested.
• Training as requested.
• Overtime hours worked to ensure compliance with the planning, coordination and administering of the Tribal Administrator meeting agendas.
• Interacts extensively with employees, various management levels and the public
• Ability to lift up to 25 pounds.


Job requirements

This position is highly demanding in the executive administrative and management functions for the AFN, and works exclusively with the Tribal Administrator. This position requires direct staff involvement and an extensive amount of time working within the political levels of the AFN Management Structure.