Executive Assistant to the Kúkpi7 (Chief)

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: Executive Assistant to the Kúkpi7 (Chief)

DEPARTMENT: Corporate

SUPERVISOR: Kúkpi7

TERMS: Full Time, Permanent

REFERENCE #: 2025-050

Purpose Of Position

The Executive Assistant to Kúkpi7 provides a high level of confidential support and is responsible for performing a variety of essential executive, administrative, governance, and supportive duties and is the first line of contact for Kúkpi7. This position must ensure that the management of communication, all records and filing support among other duties, is achieved daily for the Kúkpi7, to ensure the successful management of the Public Relations, External Affairs, Legal, Title and Rights (T&R) Portfolio for TteS.

Duties And Responsibilities

1. Provides comprehensive professional administrative, technical, and confidential support to Kúkpi7 in accordance with the approved procedures, policies, budgets, and guidelines. (95%)
   1. Maintains confidentiality on all matters relating to the affairs of the Kúkpi7 and TteS by organizing and maintaining the files, records, and confidential information.
   2. Prioritizes inquiries and requests, while troubleshooting conflicts and making recommendations to ensure smooth day-to-day engagements.
   3. Provides calendar management and daily schedule of meetings for Kúkpi7, with the necessary background materials and briefing notes.
   4. Works closely with Kúkpi7 to keep her well informed of upcoming commitments and responsibilities with appropriate follow-up.
   5. Regularly reviews and prioritizes incoming e-mails and external requests, brings high level requests to the attention of the Kúkpi7 and responding to inquiries and drafting responses on behalf of Kúkpi7 demonstrating exceptional written and verbal communication skills to convey information persuasively and accurately.
   6. Providing administrative support for the Kúkpi7’s speeches, presentations, and public appearances. Does include community events, meetings, and ceremonies.
   7. Collaborating with other executives & staff members to ensure alignment on key initiatives and priorities.
   8. Staying updated on industry trends and best practices in support and making recommendations for improvements to Kúkpi7’s responsibilities.
   9. Follows and completes templated action sheet for all correspondence.
   10. Maintains open internal communications with the TteS Council, Admin and Executive Teams and organization managers from time to time.
   11. Coordinates meetings and events as needed.
   12. Attending meetings and events where requested.
   13. Collates and distributes materials, and ensures agendas are prepared and administered in a timely manner for the Kúkpi7 including Legal files.
2. Complete a broad variety of administrative tasks that facilitate Kúkpi7’s ability to effectively lead and participate in multiple Indigenous organizations, that include, but are not limited to:
   1. Tk’emlúps te Secwépemc
   2. Le Estcwicwéy
   3. Assembly of First Nations and BC Assembly of First Nations
   4. Shuswap Nation Tribal Council
   5. Union of BC Indian Chiefs
   6. Stk’emlúpsemc te Secwepemc
   7. Qwelmínte te Secwepemc
   8. City of Kamloops, Provincial Ministers, MLAs, Federal Government Officials
3. Arranges detailed travel plans as necessary, including agendas and itineraries, and compiles documents for travel-related meetings.
4. Ensures that the appointed Acting Kúkpi7 has the information necessary to carry out any required duties when Kúkpi7 is on approved leave as scheduled.
5. Completes photocopying, faxing, couriering, mailing and electronic filing system as requested.
6. Tracks vacations, incidental absences, and sick leaves into calendar as needed.
7. Tracks the Kúkpi7 budgets with respect to the credit card inventory and travel accounts etc.
8. Assists with all public and media relations, social media publications & inquiries.
9. Produces purchase orders and payment requests as and when required.
10. Implements and maintains an efficient physical and email or virtual filing system using standardized filing methods and procedure and coordinates and organizes records as required.
11. Maintains the highest level of professionalism and commitment in supporting the Kúkpi7
12. Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.
13. Serve as a liaison between Kúkpi7 and internal and external stakeholders, including government officials, community members, and staff.
14. Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
15. Conduct research and compile information for projects and initiatives as assigned.
16. Perform day-to-day bookkeeping, receive, verify, and code invoices, travel claims and requisitions goods and services, and assisting in organizing of Kúkpi7’s office that includes a filing system.
17. Maintain spreadsheets for accounts payable and receivable transactions, and monitoring and support completion of action items.

All Other related duties as assigned. (5%)

Professional Certification, Education And Experience

1. Diploma in Office Administration or equivalent experience. Bachelor’s degree preferred.
2. Minimum of 5 years of direct Executive Assistant experience supporting C-suite executives or senior leaders.
3. Legal Assistant experience or an equivalent combination of education and/or training.
4. Customer Service as it is the assistance and advice to support workload in a teamwork environment.
5. Experience/training in keyboarding, word processing, spreadsheets, the Internet, databases and other standard computer applications, media channels and upkeep.
6. Successful completion of a criminal record check is required.
7. Ability to work independently with little supervision.
8. Experience in a fast-paced environment and the ability to adapt to changing priorities.

Financial Responsibility

This position is not responsible for a direct budget; however,

1. The position is responsible to ensure that the Kúkpi7 budget is updated and reconciled.
2. Assisting in the preparation of Kúkpi7’s annual budget and monitoring expenses throughout the year.
3. Completing reimbursable travel as required in a timely manner as stipulated time to time.

Supervision Or Training Duties

N/A

Skills And Abilities

1. Expert level written and verbal communication skills.
2. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
3. Strong organizational and filing skills that reflect ability to perform and prioritize multiple tasks seamlessly while maintaining excellent attention to detail.
4. Excellent Time Management Skills, ability to multi-task and adapt to change.
5. 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.
6. Manage one’s own workload effectively, efficiently, and independently, achieving results within acceptable time frames, taking into consideration changing priorities and job duties.
7. 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.
8. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
9. Forward looking thinker, who actively seeks opportunities, anticipates needs, and proposes solutions.
10. Experience and interest in internal and external communications best practices.
11. Proven ability to execute advanced office procedures and practices.
12. Ability to complete technical formatting skills, proposals, briefing notes, legal minute taking, program reports or press releases.
13. Must have strong teamwork and cooperation, service orientation and problem solving and judgement skills.
14. Strong ability to execute work with diversity, equity, and inclusion lens.
15. Recognizes and respects all cultural diversity and understands local Indigenous culture, including historical, political, and legal issues.

Benefits

Special Requirements:

1. Extended health, dental and vision.
2. 7.6% Registered Pension Plan (RPP) matching and Life insurance.

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

PAY GRADE: Starting at $30.53 to $33.72 dependent upon 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 April 22, 2025 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.