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Executive Assistant to the Culture Division Manager

shíshálh Nation -
Sechelt, BC

Quick apply

Job details

Full-time

Qualifications

Clerical processing
Record keeping
Document preparation
Event coordination
Customer service
Word processing
Experience working with Indigenous peoples
Administrative support experience
Filing
Administrative and business operations experience
Research
Microsoft Office
Administrative experience
Transcription
Report and presentation preparation
Written report writing
Customer service orientation
Organizational skills
Typing
Executive support experience
Appointment scheduling
Document management
Business
Communication skills
Team coordination
Driving Licence

Full job description

The Position

The Executive Assistant provides high-level administrative, coordination, and communication support to the Culture, Language, and Recreation Division. This role position ensures seamless workflow, scheduling, and documentation across this critical division of the shíshálh Nation.

The Executive Assistant will act as a central liaison between leadership, staff, Council, community members, and external partners, ensuring that cultural initiatives are supported with efficiency, professionalism, and cultural integrity.

The Candidate:

Administrative and Clerical Support

Provide executive-level administrative assistance to the Division Manager.
Draft, edit, and format correspondence, reports, presentations, briefing notes, and meeting documents.
Maintain accurate filing systems (electronic and hard copy) aligned with organizational policies.
Manage confidential information with discretion and integrity.

Scheduling and Calendar Management

Coordinate and maintain calendars for the Division Manager.
Schedule internal and external meetings, including preparing agendas, taking minutes, and following up on actions.
Balance competing priorities within the Culture division.

Meeting and Event Coordination

Organize and support Council-related meetings, cultural programming meetings, and interdepartmental sessions.
Arrange logistics for cultural events, workshops, and forums.
Support travel arrangements and expense reporting for the division.

Communication and Liaison

Serve as the first point of contact for inquiries directed to the Culture division.
Communicate respectfully with community members, Elders, staff, and external organizations.
Coordinate internal and external communications to ensure consistency in messaging.

Records and Documentation

Prepare, review, and distribute minutes, action items, and tracking documents.
Ensure proper record-keeping of Culture division documents, following shíshálh Nation protocols.
Maintain confidentiality of Council, community, and employee information at all times.

Support for Governance and Culture Initiatives

Assist with drafting policies, briefing materials, and reports for the division.
Provide administrative support for cultural programming, including language revitalization, events, and recreational activities.
Support cross-division collaboration to ensure cultural processes and programming are integrated and aligned.

Other Duties

Participate in internal or external committees as required or assigned.
Other duties as required and assigned.

Qualifications, Skills and Abilities:

Minimum Education

Administration, Legal Assistant or Business Administration Certificate or equivalent; Diploma preferred.
Certification in Local Government Administration or equivalent work experience preferred.

Minimum Experience

Five (5) years of senior executive administrative experience in supporting a senior executive, preferably within a First Nations environment.
Experience working with various office systems and equipment.
Experience working with Indigenous people, organizations and communities.
A minimum typing and transcribing speed of at least 40 wpm.
An acceptable Criminal Record Check is required.
Valid Driver’s License and access to a reliable car.

Knowledge Requirements

Knowledge of shíshálh Nation programs and services.
Ability to be aware of and understand the Nation Self-Government Agreement, Constitution, Community and Strategic Plan is a must.
Knowledge of First Nation structures, service delivery and customs and traditions.
Respect for, sensitivity towards, as well as knowledge and understanding of the shíshálh Nation culture and
traditions.
Knowledge of best practices in administration processes.

Special Skills

Proficient in computer skills with MS Office Software
Excellent planning and organizational skills
Excellent interpersonal and customer service skills
Excellent conflict-resolution and problem-solving skills
Excellent verbal and written communication skills
Excellent administrative and research skills
Ability to accurately and efficiently record and develop meeting minutes
Ability to develop high-level professional documents
Ability to manage multiple priorities and work in a fast-paced environment
Ability to work independently and within a team environment
Ability to meet deadlines and work flexible hours
Ability to display a positive, helpful attitude
Ability to maintain and work with confidential and sensitive information

Quick apply

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Executive Assistant to the Culture Division Manager

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