Chief & Council Secretary

Musqueam; Vancouver; On-site; CAD 65,000 - 80,000; Full time

Benefits offered by this job

Training and career development

Business casual environment

Community gym access

Comprehensive benefits and pension

Job summary

Musqueam is seeking a Council Secretary to provide administrative support to Chief and Council, manage minutes and motions, and maintain an accessible governance tracking system. The role involves coordinating meetings, travel arrangements, and inter‑office communications within the Band structure.

Qualified candidates will have strong minutes experience, excellent communication skills, and knowledge of governance procedures. Flexibility for evening meetings and confidentiality is essential.

Qualifications

• High School diploma completed; post-secondary training in business administration preferred.
• 3-5 years in similar work environment.
• Experience taking meeting minutes.
• Excellent communication skills with all levels of the organization.
• Knowledge of Musqueam or First Nations governance culture is a plus.

Responsibilities

• Prepare agendas and meeting kits for Council and committee meetings.
• Record, transcribe, distribute and track minutes and decisions.
• Coordinate attendance and quorum for meetings; advise on cancellations or postponements.
• Finalize amendments to Council minutes after approval.
• Arrange meeting logistics: room bookings, cleanup, catering and related tasks.
• Assist Council with Band-related travel arrangements.
• Communicate important dates to the CAO and Council as needed.
• Coordinate with senior assistants to organize special events for Chief and Council.
• Develop and maintain effective working relationships with Council, the CAO, and staff.
• Perform related duties for Band meetings as required.

Skills

Meeting minutes

Microsoft Office

Roberts Rules of Order

Communication skills

Confidentiality

Organizational skills

Digital recording equipment

Self-directed

Team collaboration

Criminal Records Check

Education

High School diploma or equivalent

Post-secondary training in Business Administration

Tools

Microsoft Office

Copy machine operation

Digital recording equipment

Smart boards

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.