Job Title

Council Assistant

Reports To

Council Executive

Saulteau First Nations Mission

We strive to be the Best Governed Nation, one that is proud, culturally strong, and self-sufficient.  As stewards of the land, we will ensure that the best sustainable practices are followed, now and in the future.  We remain proudly determined. 

Job Purpose

The Council Assistant is responsible to provide dedicated administrative support and assistance to the Council Executive, to ensure that efficient governance practices are in place. A high level of confidentiality and exceptional organizational skills is key to this role. 

Duties and Responsibilities

Council Administration

• Arranges meetings at the request of the Council Executive, prepares and distributes agendas and minutes and provides follow-up information requested at meetings.
• Arranges third party meetings when requested by the Council Executive for Chief and council to ensure the Council agenda is managed effectively.
• Prepares Chief and Council Meeting agendas, packages, and related information for Council meetings.
• Provides back-up data as needed to meetings when required.
• Prepares pertinent Band Council Resolution for agenda items when required prior to Council Meetings.
• Attending all Chief and Council meetings, with the Council Executive and takes minutes, records action items, and ensures that distribution to appropriate staff for action, on a timely basis.
• Exchanges information with the Council Executive, with all relevant information regarding Chief and Councillors, Director of Operations, Managers, and other Band entities.
• Completing administrative duties including drafting correspondence, filing, sorting, and distributing Council mail and other duties.
• Drafts communication for review by the Council Executive, as requested.
• Responds to membership queries and directs to appropriate party for resolution.
• Maintains Council SharePoint, minute book, BCR records, laws, and bylaws.
• Ensures that documents flow to appropriate departments as a result of Council meetings and agendas.
• Maintain Chief and Council’s diary, ensuring that the Council Executive is aware of all meetings, events, and travel itineraries. 

Community Relations and Administration

• Co-ordinates all aspects of various political or social events/functions.  Where requested, purchases appropriate gifts for visiting dignitaries and will often conduct tours for various groups.
• Assist the Council Executive with inter-governmental relations; prepares briefing notes, opening letters and speeches, writing scripts, greetings, and press-releases.
• Stays alert of current First Nation matters and new developments regarding First Nation Title and Rights.
• Assists the Council Executive with communication, advice and media relations originating from Council meetings, community meetings, and upcoming events.
• Assists the Council Executive and Chief and Council with community relations.
• Maintains strong and healthy relationships with BC, Federal Ministries, and First Nation organizations.
• Arrange travel including hotel, airfare, and vehicle rental bookings.
• Prepare full itinerary, trip files and supplies.
• Prepare expense claims for Chief & Council for approval and processing.
• Complete expense reimbursement forms and reports for all Council travel.
• Coordinate and register for seminars, meetings, community engagement sessions, community meetings, open houses and other community events as required for Chief and Council.

Other Related Duties

• Issues all purchase requisitions for activities of Council and arranges for catering and other related incidentals/costs.
• Participates on key committees as appropriate and approved by Chief and Council.
• Participates actively as a SFN representative in collaborative partner networks and in related community activities.
• Participate in all SFN sponsored community events as required.

Qualifications and Skills

• Minimum Office Administration certificate; preference to diploma with a minimum 2 years of Executive Assistant experience.
• Experience with a board, council or political office is considered an asset.
• Experience and knowledge of First Nation Communities.
• Highly organized and has the ability to work efficiently in a high traffic area.
• Knowledge of governance and process of board meetings.
• Excellent oral and written communication and minute taking skills.
• Ability to solve problems, make effective decisions, resolve conflicts, and manage time.
• Maintains high level of confidentiality in the handling of information.
• Valid BC Driver’s License and the ability to pass a Criminal Records Check.
• Foundational business acumen and understanding of financial reporting is an asset.

Work Conditions

• Work is performed primarily between 8:00 a.m. to 4:30 p.m. Monday to Thursday.
• Frequent travel may be required within SFN community and surrounding community.

Wage Range

• $21.60 to $27.04 dependent on qualifications and experience