Executive Assistant to The Kúkpi7 - Kamloops, Canada - Tk'emlúps te Secwepemc

Tk'emlúps te Secwepemc

Verified Company

Kamloops, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

JOB POSTING

POSITION TITLE:

Executive Assistant to the Kúkpi7 (Chief)
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DEPARTMENT:
Corporate
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SUPERVISOR:
Kúkpi7 / Administration Manager
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TERMS:
Full-Time, Permanent

REFERENCE #:
REPOST)

PURPOSE OF POSITION:

The Executive Assistant to Kukpi7 is a confidential support and is responsible for performing a variety of essential administrative and executive duties and is the first line of contact for Kúkpi7.

This position must ensure that the management of communication, records and filing support is achieved daily for the Kúkpi7, among other aspects, to ensure the successful management of the Public Relations, External Affairs, Legal, Title and Rights (T&R) Portfolio for TteS.

DUTIES AND RESPONSIBILITIES:

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Provides comprehensive professional administrative, technical, and confidential support to Kúkpi7 in accordance with the approved procedures, policies, budgets, and guidelines.

(95%):

Maintains confidentiality on all matters relating to the affairs of the Kúkpi7 and TteS.
Prioritizes inquiries and requests, while troubleshooting conflicts and making recommendations to ensure smooth daytoday engagements.
Provides sophisticated calendar management and daily schedule of meetings for Kúkpi7, with the necessary background materials and speaking notes.
Works closely with Kukpi7 to keep her well informed of upcoming commitments and responsibilities with appropriate followup.
Follows and completes templated Action Sheet for all correspondence.
Maintains open internal communications with the TteS Council, Admin and Executive Teams.
Coordinates meetings and events as needed.
Attending meetings and events where requested.
Follows up with contacts and proposed events/meetings made by Kúkpi7 to assist with ongoing relationship building.
Collates and distributes materials, and ensures agendas are prepared and administered in a timely manner for the Kúkpi7 and Legal. Research and drafts documentations and presentations as required.
Complete a broad variety of administrative tasks that facilitate Kukpi7's ability to effectively lead and participate in multiple Indigenous organizations, that include, but are not limited to:
Tk'emlúps te Secwépemc
Le Estcwicwéy
Assembly of First Nations and BC Assembly of First Nations
Shuswap Nation Tribal Council
Union of BC Indian Chiefs
Stk'emlúpsemc te Secwepemc
Qwelmínte te Secwepemc
City of Kamloops
Provincial Ministers
Governor General
Arranges detailed travel plans as necessary, including agendas and itineraries, and compiles documents for travelrelated meetings.
Ensures that the appointed Acting Kukpi7 has all information necessary to carry out any required duties when Kukpi7 is on approved leave as scheduled.
Completes photocopying, faxing, couriering, mailing and electronic filing system as requested.
Tracks vacations, incidental absences, and sick leaves into calendar as needed.
Tracks the Kúkpi7 budgets with respect to the credit card inventory and travel accounts etc.
Assists with all public and media relations, social media publications & inquiries.
Produces purchase orders and payment requests as and when required.
Works with other administrative staff providing support where necessary.
Maintains the highest level of professionalism and commitment in supporting the Kukpi
Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.

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All Other related duties as assigned. (5%)

Professional Certification, Education and Experience:

Certificate or Diploma in Office Administration.
35 years direct Executive Assistant support or Legal Assistant experience or an equivalent combination of education and/or training.
Successful completion of a criminal record check is required.

Skills and Abilities:

Expert level written and verbal communication skills.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly while maintaining excellent attention to detail.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
Manage one's own workload effectively, efficiently, and independently, achieving results within acceptable time frames, taking into consideration changing priorities and job duties.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and agencies and a diverse range of community leaders.
Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced environment.
Forward looking thinker, who actively seeks opportunities, anticipates