Executive Assistant to Council Secretariat & Residential Premises Administrator

Westbank First Nation • Kelowna, BC

7h • Onsite

About The Position

The Executive Assistant to the Council Secretariat is an integral member of the WFN office of the Council Secretariat. The position provides high level administrative support to the Council Secretariat and is responsible for the maintenance of departmental constitutional, governance, and administrative matters. The position requires the incumbent to independently prioritize, plan, and maintain a diverse workload and meet deadlines. In addition, the Residential Premises Administrator is responsible for performing the duties of the Administrator under the WFN Residential Premises Law (RPL). The Administrator provides information on the RPL to landlords and tenants regarding their rights and responsibilities under the Law. The Administrator attempts to resolve tenancy dispute through an informal dispute resolution mechanism, and facilitates the arbitration process for the formal resolution of tenancy-related disputes.

Requirements

• Criminal Record Check with results acceptable to WFN
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation.
• Ability to read, analyze, and interpret Federal, Provincial, and WFN legislation and regulation
• Possess a high degree of integrity and discretion in managing confidential and sensitive documents and information
• Ability to communicate accurately and effectively, both orally and in writing, using clear and concise language, correct grammar, punctuation and spelling
• Must possess exceptional interpersonal skills
• Ability to take precise electronic notes quickly and effectively summarize them
• Must be motivated and proactive, with excellent organization and prioritization skills required to function well in a fast-paced, deadline driven environment with multiple priorities and heavy workload
• Must be able to manage a large volume workload and effectively deal with competing priorities and changing conditions while maintaining superior product quality
• Must have extensive knowledge of the various levels of government
• Excellent research skills, strong attention to detail and accuracy are required
• Ability to work independently with minimal supervision or within a team environment when required
• Moderate to intermediate level of proficiency with Microsoft Outlook, PowerPoint, Word and Excel (Word typing test may be required)
• Ability to deal respectfully and tactfully with WFN members and members of the public

Nice To Haves

• Local Government Administration Certificate or Certification as a Legal Assistant preferred
• Additional post-secondary training in law, government administration, dispute resolution, or a related field an asset
• Experience in First Nation Governance or Community preferred

Responsibilities

• Prepares correspondence, reports and other necessary documentation as required
• Responds to internal and external inquiries by serving as the primary point of contact to the office of the Council Secretariat
• Coordinates scheduling requirements for the Council Secretariat including management meetings, internal and external meetings, speaking engagements and conferences as required
• Provides assistance to the Council Secretariat during the WFN annual budget review process
• Maintains a strong relationship with the EA to the Chief and assists in coordinating efforts of both offices
• Perform all duties and responsibilities in accordance with the Westbank First Nation (WFN) policies, standards and procedures, and as directed by the Council Secretariat
• Maintain confidentiality on all matters relating to the affairs of WFN
• Understand, analyze, and interpret Federal, Provincial, and WFN legislation and regulation
• Assist in the development and maintenance of WFN’s policies
• Generate a high volume of complex documents, agreements, reports and correspondence with a high degree of speed and accuracy
• Prepare reporting memos on behalf of the office of the Council Secretariat
• Conduct and prepare research materials on a range of subject matters
• Assist Council Secretariat in completing action items arising from Council Meetings
• Act as project coordinator on special projects to ensure quality and that timelines are met
• Act as Deputy Electoral Officer and conduct elections, bi-elections, and referenda for WFN and the Advisory Council in accordance with the WFN Constitution and Advisory Council Law
• Prioritize and manage the flow of work through the department
• Attend department meetings as required
• Prepare departmental meeting agendas
• Prepare documentation for community meetings, WFN Policy Day, Annual General Meetings, and Advisory Council Annual General Meetings as required
• Assist staff and the Membership with respect to legal procedure inquiries
• Assist in developing and implementing office methods and procedures to increase efficiency and meet the department’s needs
• Respond to all inquiries from landlords and tenants (and prospective landlords and tenants), including their respective legal counsel, and advise of their rights and responsibilities under the RPL
• Provide guidance and direction to landlords and tenants filing a dispute under the RPL
• Maintain and monitor complaint files
• Liaise with arbitrators/mediators pursuant to the RPL
• Ensure applications for arbitration are correctly completed and that hearings are scheduled in a timely manner
• Attend arbitrations as a representative of WFN
• Process and administer all documentation under the RPL
• Review on a regular basis, all forms required under the RPL, and proactively creates any new documentation that is required and/or amends existing documentation as required (subject to the provisions of the RPL)
• Provide advice to the Director of Operations and Council with respect to the quality of the arbitrators’ performance
• Recruit and vet potential arbitrators/mediators for contract services
• Prepare reports as directed by the Council Secretariat
• Perform other duties and responsibilities as necessary in the performance of each position, and as assigned by the Council Secretariat/Legal Counsel and/or Legal Services Supervisor

Benefits

• Municipal Pension Plan, a defined benefit pension plan with a 9.31% employer contribution following the eligibility period
• Comprehensive extended health and dental coverage
• Flexible time-off provisions designed to promote work–life–family balance and overall wellness
• Meaningful education and professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree