Chief & Council Secretary

Colonial Group; Vancouver, Richmond; On-site; CAD 60,000 - 78,000; Full time

Job summary

Musqueam Indian Band is seeking a Council Secretary to provide administrative support to Chief and Council. You will record and manage minutes for Council and Committee meetings, and develop a tracking system for motions and decisions.

The role requires organizing meetings, coordinating attendance, and maintaining confidentiality. Work includes coordinating travel, scheduling special events, and communicating important dates to the CAO and Council.

Qualifications

• Successful completion of High School and post-secondary training in Business Administration preferred.
• Experience taking meeting minutes and dealing with governance processes.
• Criminal Records Check required and ability to maintain confidentiality.

Responsibilities

• Prepare agenda items, information, and kits for meetings.
• Record, transcribe, distribute, and track minutes, motions, and decisions.
• Coordinate attendance and establish quorum; advise of cancellations.
• Finalize amendments to minutes after Council approval.
• Handle meeting administration: room bookings, cleanup, and food orders.
• Arrange Band-related travel and communicate key dates to leadership.
• Support events for Chief and Council and maintain relationships with staff.
• Perform related duties for Band community meetings as required.

Skills

Meeting minutes

Communication

Organization

Confidentiality

Time management

Self-direction

Education

High School diploma

Business Admin courses

Tools

Microsoft Office

Digital recording equipment

Smart boards

Copy machine operation

Job description

Position Summary

Reporting to the General Counsel, the Council Secretary is responsible for providing administrative services to Chief and Council, through biweekly Council meetings, and five monthly Committee meetings. The Secretary records and produces the minutes of Council meetings, General Band Meetings, and Committee meetings, and other meetings as required. The Secretary is also responsible for the development and maintenance of a tracking system to provide easy access to Council motions and decisions for distribution.

Roles & Responsibilities

• Prepares and ensures appropriate agenda items, information, and kits are ready, complete, and available for respective meetings;
• Records, transcribes, distributes, and tracks minutes, motions, and council or General Band decisions;
• Coordinates and records the attendance of the appropriate Council members for special or extraordinary meetings. Establishes that a quorum will be present or advises of meeting cancellation or postponement;
• Finalizes any amendments to the Council minutes, once passed by Council;
• Ensure meeting administration (room bookings, clean up, and food ordering) is complete;
• Assists Council by making necessary Band related travel arrangements;
• Communicate important dates with the CAO and Council as needed;
• Coordinate with the Chief’s Admin Assistant and the CAO’s Executive Assistant to organize special events for the Chief and Council;
• Develops and maintains effective working relationships with Council, the CAO, and the executive assistant to the CAO and the administrative assistant to the Chief;
• Performs related duties for Band community meetings as required, and
• Other related duties as required.

Knowledge, Skills, and Abilities

• Successful completion of High School and courses and post-secondary training and certification in Business Administration preferred;
• 3-5 years in similar work environment;
• Experience in taking meeting minutes;
• Exceptional computer skills;
• Expertise software applications and equipment related to the position (Microsoft Office, advanced copy machine operation, digital recording equipment, smart boards, etc.);
• Knowledge of Roberts Rules of Order in order to advise management and Council;
• Excellent communication skills, with the ability to communicate effectively with all levels of the organization, from community members to senior business leaders. This includes a pleasant, professional and assertive communication manner;
• Knowledge and experience of similar program delivery in the context of Musqueam or First Nations culture and history;
• Is self-directed with the ability to meet deadlines, as well as to prioritize under tight deadlines;
• Excellent organizational skills and is detailed oriented;
• Ability to understand and describe complex governance and business issues;
• Ability to use tact and good judgement in dealing with sensitive and complex issues;
• Ability to maintain confidentiality; and
• Criminal Records Check.

Working Conditions

• Work is performed in an office environment;
• Work is often performed Monday to Friday, however hours of work must be flexible to attend evening meetings; and
• Attendance is mandatory at all Chief & Council, and Committee Meetings.

Why work for Musqueam?

Our success as a leader as a First Nations Government is built on the traditional teachings of our people, initiative and dedication of the Musqueam Indian Band. Providing a highly engaged traditional government that is member focused.

• Training and career development
• Business casual environment
• Community fitness and gym access
• Comprehensive group benefits plan and pension plan
• Centrally located with free parking; free onsite gym and class access; close to nature trails at UBC and along the Fraser River, shops, restaurants and services.