Executive Assistant to Council and Administration

Job Title: Executive Assistant to Council and Administration Employer: 'Na̱mǥis First Nation Location: Alert Bay, BC Employment type: Full-time, on-site Salary: Level 16, Salary_ $58,950 to $68,996 per year, commensurate with experience Reports to: Senior Administrator Posting closes: Until filled About The Role The Executive Assistant to Council/Administration ("Executive Assistant") plays a central role in supporting the governance and administrative functions of 'Na̱mǥis First Nation. Reporting to the Senior Administrator, this position ensures that Council is equipped with timely information, well‑organized processes, and consistent administrative coordination that strengthens decision‑making and community accountability. This role is both operational and relational. The Executive Assistant manages the full cycle of Council meetings and documentation, facilitates communication between Council, staff, and community members, and upholds high standards of confidentiality, professionalism, and cultural awareness. The successful candidate will be a steady, detail‑oriented presence who ensures that Council's work is carried out efficiently, respectfully, and in alignment with 'Na̱mǥis governance practices. As a key point of contact for internal and external stakeholders, the Executive Assistant supports the smooth functioning of Council's activities—from meeting preparation and records management to travel coordination, community engagement logistics, and the monthly newsletter. This position is ideal for someone who thrives in a dynamic environment, enjoys building organized systems, and is committed to supporting the long‑term health and sustainability of a vibrant Indigenous government. Key Responsibilities Council Meeting Coordination Ensure the full administrative cycle of Council meetings is executed smoothly and consistently. This includes scheduling meetings, reserving space, preparing agendas and BCRs, confirming attendance, arranging catering, and assembling/distributing complete meeting kits at least two days in advance. Meeting Documentation & Records Management Capture accurate, timely minutes for all Council meetings and prepare/distribute minutes and action item lists within five business days. Maintain organized, accessible filing systems—both physical and electronic—for agendas, minutes, BCRs, committee records, governance documents, and historical Council materials. Governance Communication & Inquiry Management Serve as the first point of contact for all telephone, email, mail, and in‑person inquiries requiring Council attention. Ensure communication is handled professionally, confidentially, and in alignment with 'Na̱mǥis governance protocols. Community & Stakeholder Engagement Support Coordinate logistics for community meetings, including the Annual General Meeting, ensuring materials, communication, and venue arrangements support meaningful participation. Support Chief and Council with internal and external meeting coordination as required. Council Travel Administration Arrange travel itineraries, prepare travel advances, and complete Council travel claims—including honoraria—in a timely, accurate manner. Liaise with Councillors and accounting staff to ensure smooth processing and compliance with internal policies. Mail, Deliveries & Information Flow Process all incoming Council mail, faxes, and deliveries, ensuring information is routed appropriately and promptly. Newsletter Coordination Collect relevant updates from department heads and community members and prepare the monthly 'Na̱mǥis newsletter for distribution, ensuring content is accurate, engaging, and reflective of community priorities. General Administrative Support Provide additional administrative assistance to Council and the Senior Administrator as required, contributing to a responsive, organized, and culturally grounded governance environment. Education Minimum secondary school diploma or equivalent Post-secondary training in office administration (certificate or diploma) 2 years of office administration experience Advanced computer skills and demonstrated experience with Microsoft applications (Outlook, Word, Excel, PowerPoint) Qualifications Demonstrated communication skills - written and verbal Organized with the ability to react efficiently to tasks in a busy work environment Knowledge of key issues, policies and procedures relating to governance at 'Namgis First Nation. Committee to and demonstrating the importance and adherence to confidentiality. Knowledge of best practices in administrative processes. Ability to establish effective working relationships, both internally and with external stakeholders. Ability to manage conflict using sound judgement. Satisfactory criminal record check, with re‑checks required every three years. What We Offer: Relocation and/or housing support may be provided. A collaborative, purpose-driven work environment. Group Health and Benefits and Pension plan. The opportunity to make a direct, lasting impact on the health and sustainability of a vibrant Indigenous community. How To Apply Please submit the following: your resume; a brief cover letter describing your interest; and We thank all applicants for their interest; only shortlisted candidates will be contacted. Proudly powered by Trimark People Solutions — delivering managed HR services across Western Canada. For more information, visit www.trimarkps.ca.

The Executive Assistant supports the governance and administrative functions of 'Na̱mǥis First Nation by managing Council meetings, documentation, and communication. The role involves coordinating travel, managing community engagement logistics, and producing the monthly community newsletter.

Candidates must have a minimum of a secondary school diploma, post-secondary training in office administration, and at least 2 years of relevant experience. Proficiency in Microsoft Office and the ability to maintain strict confidentiality are essential.

• Relocation Support • Housing Support • Group Health and Benefits • Pension Plan

• OrganizationPreferred
• Microsoft ExcelPreferred
• Microsoft WordPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Office Administration
• Minutes Taking
• Records Management
• Governance Communication
• Stakeholder Engagement
• Travel Coordination
• Newsletter Coordination
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Conflict Management
• Confidentiality
• Written Communication
• Verbal Communication
• Organization

• Administrative
• Government & Public Sector
• Management & Leadership

Minimum education

High school

Minimum experience

2+ years

Apply by

Sep 23, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Mid-Senior level