Le Estcwicwéy̓ Executive Coordinator

  JOB POSTING

 

Tk’emlúps te Secwépemc (TteS) is a fast-growing vibrant organization committed to the development and progress of its Band Members and Community.  As such, the TteS invites applications from qualified, highly motivated and dynamic individuals to fill the following position.

 

POSITION TITLE:               Le Estcwicwéy̓ Executive Coordinator                    

DEPARTMENT:                 Le Estcwicwéy̓  

SUPERVISOR:                     Le Estcwicwéy̓ Manager(s)         

TERMS:                                Full-Time, One Year Term with the chance of extension               

REFERENCE #:                    2023-096 (REPOST)              

 

PURPOSE OF POSITION:

 

The Executive Coordinator provides efficient coordinating and performing functions related to the Le Estcwicwéy̓ for the Tk’emlúps te Secwépemc, (TteS). This department is client centered, focuses on a variety of administrative, operational, and specialized functions for the TteS. Department. This role will provide technical and confidential support to the Le Estcwicwéy̓ Manager(s), and as needed, Le Estcwicwéy̓ 13 Grassroots Advisory Council and Task Force or Team Leads.

 

To be successful in this position, the candidate must be results oriented, and demonstrate the ability to effectively prioritize workflow.

 

DUTIES AND RESPONSIBILITIES:

 

Provides effective management of the Le Estcwicwéy̓ Executive and provides technical and confidential support to the Manger(s), and as needed the 13 Grassroots Advisory Council and Task Force. (95%)

Governance:

• Plan and monitor governance functions according to priorities set out by the Le Estcwicwéy̓ Department Manager(s) and maintains a functional knowledge of all TteS administration, administration finance law, Shuswap Nation Declaration, Truth and Reconciliation Calls to Action 71-76 in accordance with TteS protocols Missing Children and Unmarked Burials and the United Nations Declaration on the Rights of Indigenous People
• Manage all executive governance, functions and executive functions and file for the L&E Manager(s) while maintaining confidentiality and compliance with TteS administration and finance administration law.
• Taking meeting minutes and assisting with the preparation and set up and troubleshooting of virtual meetings and Power Point support as needed.
• Responsible for file and data management including correspondence, updating tracking spreadsheets and filing, including keeping an accurate and up to date record of L&E Manager(s) calendar of activity.
• Liaise with Le Estcwicwéý and TteS Communications team on all public relations matters for L&E Manager(s) review and approval before distribution.
• Provides technical support to L&E Manager, 13 Grassroots Advisory Council and L&E Task Force with documents for review, including letters and briefing notes.
• Maintains the highest level of confidentiality and professionalism in supporting the ongoing governance and executive functions required.
• Coordinates all L&E manager(s), strategic planning sessions, project team leads, and other meetings as required.
• Ensures all completed reports for L&E Manager, strategic planning sessions, project team leads, are duly delivered.
• Provides support to all committees and working groups as required by L&E Manager(s)
• Assist with projects as assigned by L&E Manager(s)
• Provides various document searches as directed by the L&E Manager(s)

 

Administration and supervision:

• Prepares all document formatting included in binders and handouts for distribution for L&E Manager(s)
• Takes and maintains a record of Le Estcwicwéy̓ department staff meetings, L&E strategic planning sessions, project team leads, and staff attendance as required
• Maintains the motion/action/recommendation list and provides follow-up support
• Works cooperatively with the internal administrative team and communicates as needed for input for annual reports including preparation for Team Lead agendas for approval by L&E Manager(s)
• Contributes to the development of standard operating procedures, and ensures all required legal contacts and documents are signed by the L&E Manager(s)

Finance

• Assists the L&E Manager(s) with compilation and preparation of Funding Agreements for execution for L&E Manager(s) and/or Executive Directors of Members Services and Finance.

 

 

All Other related duties as required. (5%)

• Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.
• Coordinate meetings, travel itineraries, accommodations, meal per diems for the Manager(s).
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Maintain a strict follow-up procedure to ensure that all action items are completed in a timely manner.

 

 

Professional Certification, Education and Experience:

 

• Business Administration Diploma preferred and 5 years direct experience in a related position or an equivalent combination of education and/or training.
• Expert in Microsoft Suite Office applications
• Experienced in taking meeting minutes
• Must possess a minimum of 50 words per minute keyboarding speed.
• Must pass a Criminal Record Check.

 

 

Skills and Abilities:

 

• Knowledge of Secwépemc culture, history, and lifestyle is an asset.
• Demonstrated experience successfully working in an indigenous organization and cultural contexts.
• Able to apply a high level of analytical skills/intuition.
• Advanced computer skills in Microsoft Word and Microsoft Outlook.
• Demonstrated organizational, time management, and presentation skills and able to manage workload and make sound decisions within delegated authority.
• Strong leadership, and teambuilding skills.
• Exceptional organizing and planning skills
• Diplomacy, excellent communication (oral and written) skills
• IT literate (MS Office software) and able to deliver expert input in Word, Excel, Access, and Adobe

Proven ability to execute advanced office procedures and practices.

• Ability to complete technical formatting skills for proposals, briefing notes, legal minute taking, program reports or press releases.
• Ability to take initiative and work within strict timelines.
• Professional and proactive approach h to service delivery with positive outlook
• Superior oral and written skills and ability to maintain confidentiality
• Must have strong teamwork and cooperation, service orientation and problem solving and judgement skills.
• Ability to work in multi-cultural settings.

 

 

 

HOURS OF WORK:           Normal Day shifts – 7 hours. Non-normal shifts may be required.

PAY GRADE:                       Starting at $25.98-$38.21/hour depending on education & experience.

 

Tk’emlúps te Secwépemc thanks all applicants for their interest, however, only those selected for an interview will be contacted.

In accordance with Section 16(1) of the Canadian Human Rights Act and pursuant to Section 42 of the BC Human Rights code, it is TteS Policy to practice preferential hiring for Aboriginal peoples. Candidates who wish to qualify for preferential consideration must self-identify.

 

Deadline for the Job posting is February 7, 2024 by 2:00pm

 

Submit Job Application Form, cover letter, resume, and references

online: https://tkemlups.ca/employment/

or at our Human Resources office #200 – 330 Chief Alex Thomas Way.

Office Hours are Monday to Friday 8:00 am to 4:00 pm &

closed for lunch from 12:00 pm to 1:00 pm

 

We require each applicant to fill out

an online application form which can be found at:  https://tkemlups.ca/employment/

 

Any late submissions or submissions without the job application form will not be considered.