• EXECUTIVE SECRETARY TO COUNCIL
  • Location
    56007 RR 272, Morinville, AB| Alberta
  • Job ID
    15534
  • Views
    86
  • Date Posted
    11-08-2022
  • Expiry Date
    07-02-2023
  • Type of Job
    Full Time
  • Salary
    CAD $44,000
  • Min. Experience
    1 year to less than 2 years
  • Min. Education
    College, CEGEP or other non-university or diploma from a program of 1 year to 2 years
Job Details
JOB OVERVIEW
The Executive Secretary, under the direction of the Alexander First Nation (AFN) Tribal Administrator, is primarily responsible for providing direct administrative and management assistance to the Council in a fast paced and flexible environment.

PRIMARY DUTIES AND RESPONSIBILTIES (include but are not limited to)
This is a full-time professional position requiring the Executive Secretary to execute the following summarized duties and responsibilities in a manner that is consistent and cognizant of the Alexander First Nation Employment/Operational Policies and practices.

• Provide direct executive secretarial assistance to the AFN Council
• Maintains an effective correspondence record keeping (filing) system
• Coordinates, and schedules the AFN Council meetings and agendas
• Attends all Council meetings and transcribe and distribute effective meeting minutes
• Prepares all Council travel schedules, travel arrangements, and lodging reservations
• Prepares all documents, reports, and correspondence for the AFN Council
• Acts as the official liaison representing the AFN Council in a professional manner at all times
• Any other duties assigned from time to time

EMPLOYMENT REQUIREMENTS & QUALIFICATIONS:
• Bachelor of Business Administration Degree or equivalent; or
• High School Diploma with a minimum of 5 years’ executive administration experience
• Experience in minute taking and Minute Taking Course
• Knowledge of First Nations administration and management practices
• Cree would be 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, under the direction of the Alexander First Nation (AFN) Tribal Administrator, and / or designate is primarily responsible for providing administrative office support to the AFN administration and is responsible to provide direct administrative and management assistance to the AFN Council.

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:

Direct AFN Council Executive Assistance

• Maintains an effective Council correspondence record keeping (filing) system
• Coordinates, and schedules the AFN Council meetings
• Maintains the AFN Council meeting schedules, appointments and meeting planner
• Manages and administers the AFN Council Email system (information and updates)
• Coordinates and oversees the AFN Council cellular phone accounts, invoices, upgrades and equipment inventory
• Prepares check requisitions with required backup documentation on behalf of the AFN Council for the AFN Tribal Administrator signature
• Attends all Council meetings and transcribe effective meeting minutes
• Types and distributes all AFN Council meeting minutes
• Prepares all Council travel schedules, travel arrangements, and lodging reservations
• Coordinates agendas for the AFN Council meetings
• Prepares all documents, reports, and correspondence for the AFN Council
• Responds to inquiries regarding AFN Council schedules and requests for meetings or attendance
• Works in collaboration with the AFN Executive Assistant in reviewing the AFN Council meeting schedules and / or requests for attendance
• Gathers and prepares information packages for the AFN Council meetings
• Attends all AFN Community meetings and acts as the official minute taker, transcribes and posts all minutes from the AFN Community meetings
• Prepares all formal documentation for distribution to the AFN Community, including the AFN Community meetings
• Coordinates luncheons and beverages for the AFN Council meetings and the AFN Community meetings when required
• Provides accurate and timely information to the AFN Council when required
• Relays and distributes the AFN Council schedules via email and or correspondence to the AFN Program Managers and staff
• Provides advocacy to the AFN Council regarding meeting agenda items and discussions
• Acts as the official liaison representing the AFN Council in a professional manner at all times
• Prepares draft reports, background documentation and research as requested and / or required for the AFN Council
• Ensures security, integrity and confidentiality of all AFN Council data
• Attends all community meetings and represents the AFN in a professional manner at all times
• Any other duties assigned from time to time

Education and Experience:

The AFN 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
• Knowledge of standard administrative management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages
• Knowledge of First Nations administration and management

Key Competencies:

The AFN 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 AFN Council 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. This position requires direct staff involvement and an extensive amount of time working within the political levels of the AFN Management Structure.