Executive Leadership Facilitator
The Executive Leadership Facilitator carries out Chief & Council administrative work; coordinates and distributes all incoming mail; makes deliveries to and prepares correspondences to Chief & Council; drafts letters/memos and sends out communications to the band and other agencies; ensures Chief & Council equipment is working at all times; attends and records minutes or arranges for the recording of minutes for meetings; organizing & scheduling of Chief & Council meetings and conference calls.
The Executive Leadership Facilitator provides support to Chief & Council and acts as major interface between the political and administrative function of governance. The Executive Leadership Facilitator is leading, coaching and mentoring a management team to achieve governance plans and goals; links services and program activities within the department and across departments to develop processes and to optimize capacity; provides leadership, and support to Council on cross government (STC, UBCIC, etc) initiatives when they are the profile goals and strategies of the Council; also champions various initiatives targeted by Chief and Council as project lead. This position provides and/or assists band members with administrative forms as requested; organizes all band meeting announcements, schedules and events and responds to Council Call-to-Actions (CCA) and conducts research for CCA’s as required.
Administration coordinates communication and reports between Council and Administration as required; attends managers’ meetings; creates and monitors governance budgets and creates and updates job descriptions as required.
The position as Governance Assistant provides meeting minutes; assists with maintenance of records (ie. action items electronic files and Council decisions); books travel arrangements for Chief and Council re: flights, ferries, car rentals and hotels; prepares documents for travel (ie. travel information and agendas; tracks and ensures that reimbursable travel is received).
The Governance Assistant ensures cheque requisitions are completed; preparation of cross-border letters; submits ceremonial fishing license requests; creates required forms (ie. tracking forms); creates event notices for newsletter; takes messages when Executive Leadership Facilitator is away; opens and assists with updating Council Call-to-Actions (CCA); assists Executive Leadership Facilitator with the budget.
The Governance Assistant coordinates and completes bookings for events/meetings; ensures equipment/supplies are provided; creates sign-up forms and contacts community members.
The Governance Assistance assists with proposal projects (ie. SASET); application forms, job descriptions and postings; assists with month-end reports; assists with arranging interviews and prepares interview documents; ensures office supplies and tools for the Chief & Council’s office are replenished as required; assists other clerical staff as required and photocopying when needed.
The Filing Clerk records, files and disperses governance mail; adds new materials to file records and creates new records as necessary; maintains an efficient filing systems; records all materials sent to storage and creates a detailed database.
The Filing Clerk assists the Executive Leadership Facilitator in setting up and organizes a filing system for historical correspondence; once the filing system is determined the clerk assigns/records or stamps identification codes in order to index materials for filing; scans or reads materials in order to determine how and where they should be classified or filed; destroys or transfers to inactive storage any outdated or unnecessary materials; assists the Executive Leadership Facilitator in creation of records of materials filed or removed. The Filing Clerk maintains these records once started; places the materials into storage receptacles, such as banker boxes, according to classification and identification information; organizes and files historic governance files; organizes all research items & retrieves information upon request by authorized users. The Filing Clerk tracks materials removed from files in order to ensure that removed files are returned.