Council Secretary - Administrative Assistant

Okanagan Indian Band Group; Vernon; On-site; CAD 26,000 - 37,000; Full time

Benefits offered by this job

3 Weeks’ Vacation Pay

Extended Health and Dental Benefits

Employer Matched Pension Plan

15 Statutory Holidays

Paid Winter Holiday Break

Cultural Leave

Retention Bonuses after years ofサービス

15 Paid Sick Days

Paid Personal Leave

Employee Assistance Program

Professional Development Opportunities

Job summary

Okanagan Indian Band is seeking an Council Secretary - Administrative Assistant to provide administrative, clerical and office support to the Council Secretaries in service delivery to Chief and Council. The role requires flexibility to support emergency Council meetings and to maintain an organized office environment.

The successful candidate will handle calendars, communications, records, and meeting logistics, while upholding OKIB policies.

Qualifications

• Grade 12 or equivalent.
• Office Administration Certificate or Diploma.
• 1–2 years in office administration or clerical support.
• Experience handling confidential information.
• Data management and records experience is an asset.
• Experience drafting agendas and kits is an asset.

Responsibilities

• Provide general office support for Council Secretaries to ensure efficient administration.
• Receive and direct telephone, email and fax messages.
• Maintain filing system for paper and electronic documents.
• Prioritize and finalize Chief and Council calendars and events.
• Research information to aid decision-making.
• Assist with data management and accurate records.
• Assist website communications with the Communications and Grants Coordinator.
• Prepare meeting agendas, kits, bookings and video conference arrangements.
• Prepare facilities for community meetings and arrange room setup.
• Respond to public inquiries and attend staff meetings as required.
• Participate in community events and emergency duties if needed.

Skills

Communication skills

Organizational skills

Teamwork

Diplomacy

Cultural awareness

Education

Grade 12 or equivalent

Office Administration Certificate

Business Administration Diploma

Tools

Microsoft Office

Excel

Word

Outlook

Job description

Council Secretary - Administrative Assistant
Okanagan Indian Band

KʷU ʷLIW̓T L̓ NQMAPLQS | WE LIVE AT HEAD OF THE LAKE

Located within the unceded territory of the syilx people, the Okanagan Indian Band is comprised of six reserves located in the North Okanagan.

Come join the OKIB Team and enjoy all that the beautiful Okanagan Valley has to offer, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

The OKIB offers a welcoming team environment and a rewarding job experience. You can expect a supportive work environment and a total compensation package which includes:

• 3 Weeks’ Vacation Pay
• Extended Health and Dental Benefits
• Employer Matched Pension Plan
• 15 Statutory Holidays
• Paid Winter Holiday Break
• Cultural Leave
• Retention Bonuses after years of service
• 15 Paid Sick Days
• Paid Personal Leave
• Employee Assistance Program
• Professional Development Opportunities

Hours of work: 37.5 hours per week

Start Date: ASAP

Deadline for applications: October 30, 2026

JOB SUMMARY

The Administrative Assistant is responsible for providing administrative, clerical, and office support to the Council Secretaries in their delivery of services to Chief and Council.

This position may require flexibility to work outside of regular working hours to accommodate emergency Council meetings on occasion.

REPORTING STRUCTURE

Reports to the Director of Administration and will be supervised by the Council Secretaries.

JOB DUTIES AND RESPONSIBILITIES

• Provide general office support services to the Council Secretaries to ensure efficiency and effectiveness of Chief and Council administration
• Receive and direct telephone, email and fax messages
• Maintain the general filing system, including filing all correspondence both physical and electronic.
• Prioritize and help finalize Chief and Council calendars (internal and external appointments, events, and meetings) and help categorize
• Research relevant information to assist in making informed decisions
• Assist with data management and maintenance of accurate records
• Provide information and communication for the OKIB website to the Communications and Grants Coordinator and other departments
• Assist in the administrative planning and preparation of meetings, including compiling meeting agendas and kits, facility rental bookings, and conference telephone call arrangements and video conferences
• Assist in preparing facilities for community meetings, including coordinating the set-up of tables and chairs
• Provide administrative support for Chief and Council objectives, as required
• Respond to public inquiries
• Electronic scanning of historical meeting minutes and decisions
• Attend staff meetings when required
• Participate in community events as requested
• All persons employed by the Okanagan Indian Band may be required to assist the Band in providing emergency services. Duties assigned during an emergency may differ from regular duties
• Perform all duties and responsibilities in accordance with OKIB policies and procedures

ADMINISTRATIVE DUTIES

• Prioritizing and finalizing Chief and Council calendars (internal and external appointments, events, meetings)
• Ensure all relevant and supporting documentation is attached to briefing notes
• Provides information and communication for the OKIB website to the Communications and Grants Coordinator
• Attends staff meetings when required
• Performs all duties and responsibilities in accordance with the OKIB policies and procedures

WHO ARE WE LOOKING FOR

You are community-minded, detail-oriented, have a willingness to contribute to a team and an excellent communicator with strong organizational skills.

Education

• Grade 12 or equivalent
• Office Administration Certificate, Business Administration Diploma or relevant education
• An equivalent combination of education and experience may be considered

Experience

• 1-2 years of experience in an office administration or clerical support role
• Experience managing confidential information
• Experience with data management and general records and filing systems is an asset
• Experience drafting or assembling meeting agendas and kits an asset
• Experience working with First Nations communities an asset
• Valid BC Driver’s licence, Class 5 and reliable vehicle
• Advanced knowledge with Microsoft Office programs; Excel, Word and Outlook including video conferencing

Competencies (KSAs & Desired Attributes)

• Strong communication skills both orally and written
• Ability to work with frequent interruptions and with changing priorities
• Ability to work collaboratively in a team environment
• Understanding of Indian Act Legislation
• Ability to exercise sound judgement and diplomacy
• Self-motivated and engaged
• Exceptional interpersonal skills
• Ability to engage with varied personalities and adapt approach accordingly (approachable, adaptable, confident, engaging, credible)
• Possess cultural and political awareness and sensitivity

CLASSIFICATION/PAY SCALE

$23.00 – 29.00 per hour dependant on education and experience.

The successful applicant will be required to provide a Criminal Record Check that includes the vulnerable sector and three references

Preference will be given to qualified Aboriginal Applicants as per section 41 of the Human Rights Code.