Allied Tribes Secretariat Coordinator

Date Classified: October 19, 2023

Business Unit: Reconciliation
Location: Lax Kw’alaams, BC

Reporting to: Speaker for the Allied Tribes

The Lax Kw’alaams Band has an immediate opening for a full-time Allied Tribes Secretariat Coordinator. The successful candidate will be responsible for supporting the planning, organization, development and promotion of the Allied Tribes Secretariat ( ATS). This position will perform administrative and professional office duties.

Duties and Responsibilities will include but not be limited to:

• Responsible for providing broad administrative, clerical, and financial support to ATS.
• Assist in preparation of annual budget, tracking expenditures, and prepare annual funding requirement reports.
• Report to the Spokesperson and responsible for delivering clerical and other office support.
• General office management duties, including communicating via phone, emails, and letter, purchasing office supplies, managing manual and electronic files, etc.
• Workplace safety oversight.
• Assisting in meeting the operational goals.
• Internal and external focused position that will liaise and build relationships with various external stakeholders, partners, organizations, and individuals.
• Maintains confidentiality and interacts with leadership, management, and the public (especially Lax Kw’alaams Members) in a respectful and courteous manner.
• Provides a broad range of secretarial and clerical services (word processing, routine records, and central file management system, and organizing events).
• Distributes information and updates to Lax Kw’alaams members through various official channels.
• Reviews and prepares paperwork for account analysis.
• Prepares monthly, quarterly, and other reports as required.
• Ensures that all business and operational transactions are conducted in a responsible, confidential, and ethical manner.
• Provides information as required for meeting packages, audits, funding report requirements, or for any other purpose as directed.
• Oversees third party contractors and suppliers to ensure delivery of professional services.
• Procures and monitors inventory of office supplies.
• Ensures office facilities follow applicable safety standards, regulations, codes, and laws.
• Oversees data entry and record management.
• Books travel and meeting spaces as required.
• Handles phone calls and emails, answering inquiries, resolving concerns, and managing messages.
• Develops and maintains effective filing and records systems to obtain optimum efficiency.
• Manages calendars and schedules appointments.
• Drafts, prepares, or reviews documents, prioritizing workflow, and level of importance.
• Gathers, organizes, collects, collates, and works to verify information and research.
• Drafts and sends electronic and written correspondence.
• Prepares presentations, arranges meetings, drafts agendas, takes and transcribes meeting minutes.
• Coordinates meetings, including room setup/tear down, catering requirements, prepares and distributes agendas, minutes, and packages.
• Coordinates workshops, trade shows, special projects, and events.
• Drafts, finalizes, and publishes communications content and materials as assigned.
• Acts as a liaison between the organization and Spokesperson and Lax Kw’alaams members, and other groups as required.
• Develops and distributes information using a variety of media including, but not limited to, brochures, handouts, publications, correspondence, and newsletters.

Education, Experience, Knowledge, Certifications:

• University degree in Accounting, Commerce or Business Management/Administration.
• Post-Secondary Diploma or degree in Accounting, Business Administration, Commerce or another relevant degree or diploma.
• Preferred Professional Designation Chartered Accounting, Certified General Account or Certified Management Accountant.
• Designation as a Chartered Professional Accountant (CPA) or a Certified Aboriginal Financial Management (CAFM) preferred.
• Knowledge of and respect for Tsimshian history, practices, teachings, language, values, and beliefs is of critical importance.
• Ability to understand and speak Sm’algyax will be considered a definite asset
• Minimum three years’ relevant experience in the financial management field, with First Nation financial management experience an asset.
• Minimum of three years experience working in an administrative position preferably within a consulting, accounting, or legal environment.
• A combination of education, training or work experience which deems to be equivalent.
• Proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook); and accounting software.
• Experience with budget and financial management.
• Experience in project management.
• Knowledge of legislation and government agencies an asset
• Exceptional business writing and presentation skills.
• Excellent organizational, time and file management skills.
• Exceptional organizational skills and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail.
• Excellent liaison and networking skills.
• Exhibits a high degree of initiative and self-direction.
• Must be analytical with strong attention to detail.
• Proactive problem solver with excellent conflict resolution skills.
• Proven ability to work with people of diverse education, cultural, and language backgrounds.
• Capable of maintaining strict confidentiality.
• Treats colleagues and people with courtesy, respect, and ensures all requested inquiries are provided in a professional and timely manner.

Compensation & Benefits
▪ Wage depending on experience and education certifications.
▪ This is not a Bargaining Unit position and is open to all genders.
Submission Deadline:
▪ November 6, 2023.
▪ Pursuant to Section 41 of the BC Human Rights Code, preference may be given to applicants of Indigenous Ancestry.
▪ We invite all interested parties to reply in the strictest confidence to the Human Resources Manager email: [email protected]