Administrative Assistant, Casual/On Call

Westbank First Nation Inc.; Westbank First Nation #9; Hybrid; CAD 30,000 - 41,000; Full time

Job summary

Westbank First Nation is seeking an Administrative Assistant, Casual/On Call to support Community Services. You will greet visitors, route information, prepare correspondence and assist with clerical tasks to keep front desk operations smooth.

You will handle calls on a multi-line switchboard, maintain records, and assist with mail, photocopying and event setup as needed. A strong customer service focus is essential.

Qualifications

• Minimum Grade 12 or equivalent required.
• Minimum 1 year of office experience with related reception experience preferred.
• Related courses and training (including Microsoft Office, phone/reception etiquette) preferred.
• Minimum 2 years of customer service experience preferred.
• Experience in community services or health/wellness environments is an asset.
• Experience with Indigenous communities is considered an asset.

Responsibilities

• Greets and directs clients at front desk in a professional manner.
• Provides information in person and by phone; maintains sign-in sheets.
• Maintains a neat workspace and manages front counter areas.
• Operates a multi-line switchboard to answer and forward calls.
• Maintains attendance records and board; supports departments with clerical tasks.
• Prepare memos, posters, reports, letters and other correspondence.

Skills

Administrative skills

Customer service

Microsoft Word

Outlook

Excel

Communication skills

Education

Grade 12

Office experience

Microsoft Office training

Tools

Switchboard

Photocopier

Microsoft PowerPoint

Job description

Administrative Assistant, Casual/On Call

Job Category: Administration

Requisition Number: ADMIN001753

• Full-Time

Locations

Showing 1 location

Westbank, BC V4T2H3, CAN

Description

Located within the traditional unceded terr itory of the syilx people, Westbank First Nation is a progressive and prosperous self-governing First Nation. The Okanagan Valley truly has it all, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

Westbank First Nation values diversity and we are committed to creating a healthy, strong and vibrant community through programs and services that promote physical, mental, emotional and spiritual well-being and healing. Come join our team and become part of an innovative and rewarding place to work.

POSITION SUMMARY

Reporting to the Executive Assistant to the Director of Community Services, the Administrative Assistant is responsible for the delivery of daily administrative tasks including, but not limited to: greeting visitors and callers, routing and resolving information requests, preparing correspondence, and other responsibilities in support of WFN’s Community Services departments.

EDUCATION/EXPERIENCE

• Minimum Grade 12 or equivalent required
• Minimum 1 year of office experience with related reception experience preferred
• Related courses and training (including Microsoft Office, phone/reception etiquette, etc.) preferred
• Minimum 2 years of customer service experience preferred
• Previous experience working within a community services based, childcare facility or health and wellness centre is considered an asset
• Experience working with Indigenous communities/people considered an asset
• Equivalent combination of education, training and experience may be considered

REQUIREMENTS

• Criminal Record Check with Vulnerable Sector Search with results acceptable to WFN
• Valid Class 5 Driver’s License with reliable transportation
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation.

JOB DUTIES/RESPONSIBILTIES

• Greets and directs clients to the appropriate contacts or services in a professional manner
• Provides detailed information in person and by phone and maintains front desk sign-in sheets
• Upholds a neat and welcoming workspace, including the lobby and kitchen area
• Operates a multi-line switchboard to answer, screen and forward telephone calls while providing pertinent information as required
• Maintains attendance records and board
• Provides general clerical assistance to all WFN Community Services departments including but not limited to:
  • General reception duties
  • Receive, record and distribute internal cheques as required
  • Set up coffee services for various functions and clients
  • Photocopying and document preparation
  • Order office Supplies and other supplies as requested by staff
  • Assist with internal mail distribution
  • Prepare and create memos, posters, reports, letters, forms and other correspondence as required
  • Assist clients and others with photocopying, couriers, mailing and faxing as requested
  • Complete opening and closing procedures daily
• Prepares and maintains spreadsheets using Excel
• Prepares and updates monthly PowerPoint for the Community Services lobby
• Maintains toners for individual staff printers
• Manages Boardroom Bookings
• Perform all duties and responsibilities in accordance with Westbank First Nation policies, standards and procedures, and as directed by the Executive Assistant to the Director of Community Services

KNOWLEDGE/SKILLS/ABILITIES

• Demonstrate strong administrative skills, and have the ability to set priorities and multi-task in a fast-paced environment
• Demonstrate a high level of customer service orientation and focus
• Moderate ability in Microsoft Word, Outlook and Excel
• Experience working with a multi-line switchboard; prefer minimum of 4 lines
• Experience with minute taking is considered an asset
• Excellent written and verbal communication and conflict resolution skills
• Strong organizational skills, the ability to set priorities and work under pressure
• Articulate, personable, and comfortable dealing with a diverse group of people
• Ability to plan and organize conferences and/or events and functions
• Knowledge on all office equipment
• Knowledge of WFN programs and services
• Responsible, outgoing, friendly, with a positive demeanor

The hourly wage for this position is $26.00

This opportunity will close at midnight on Sunday, September 13th, 2026

While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to qualified WFN Members & Indigenous applicants.