Executive Assistant

Skwah First Nation is seeking a skilled and detail-oriented Executive Assistant to support the Chief Administrative Officer (CAO) and Chief and Council (CC). This is a Full-time, permanent position located at the Skwah First Nation Band Office in Chilliwack, BC.

Under the direction of the CAO, the Executive Assistant provides high-level administrative support to ensure the smooth operation of the executive office. The role requires managing communications, organizing meetings, coordinating events, creating materials, and supporting both internal and external communications. The successful candidate will demonstrate professionalism, strong organizational abilities, and a respectful approach aligned with the values of Skwah First Nation.

The Executive Assistant will play a vital role in supporting the leadership team and maintaining a positive and efficient work environment.

Duties And Responsibilities

Executive Support & Communication:

1. Provide confidential and efficient administrative support to the CAO and Chief and Council.
2. Manage daily communications, including emails and correspondence on behalf of the CAO and CC.
3. Maintain updated contact lists for staff, Council, and key stakeholders.
4. Prepare and distribute agendas, meeting minutes, and relevant documents in a timely manner.
5. Compile detailed reports and ensure proper documentation of meetings.

Meeting & Event Coordination:

1. Organize meetings, hotel reservations, travel arrangements, and catering services.
2. Prepare and take minutes for all Council meetings, committee meetings, and events.
3. Coordinate catering and logistics for community events and monthly membership meetings.
4. Assist with setup and organization of meetings and events.

Creative Support & Social Media:

1. Create visually appealing presentations, reports, and promotional materials using Adobe Creative Suite.
2. Assist in managing Skwah’s social media platforms (Facebook and others), posting announcements and updates as needed.

Administrative Operations:

1. Reconcile expenses related to meetings, hotels, catering, and events.
2. Order and manage office supplies, flowers, and giveaway items.
3. Ensure all administrative activities are carried out efficiently and in compliance with SFN’s policies.

Other Duties:

1. Perform other related duties as assigned by the CAO.
2. Provide relief or backup to other administrative staff as needed.

Required Qualifications

1. College Diploma in Office Administration or a related field.
2. Additional training in executive support considered an asset.
3. 1-3 years of experience in an executive assistant or administrative role.
4. Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and Adobe Creative Suite (Illustrator, InDesign, Photoshop).
5. Experience with minute-taking, social media management, and event coordination.
6. Strong written and verbal communication skills.
7. Excellent organizational and time management abilities.
8. Comfort with technology and digital tools for accurate minute-taking.
9. Ability to manage budgets, reconcile expenses, and follow policies.
10. Strong interpersonal skills and ability to build relationships with internal and external stakeholders.
11. Ability to maintain confidentiality and abide by SFN’s Policies and Procedures.
12. Neat in appearance, outgoing, friendly, and cooperative.
13. Knowledge, respect, and understanding of Stó:lō culture, traditions, and language is considered an asset.
14. Experience working with First Nations communities is an asset.
15. Satisfactory Criminal Record Check.

Compensation

The position offers a competitive compensation package with tax exemption for eligible candidates, with a salary range of $22 -25 per hour.

Working Hours And Schedule

1. Monday to Friday, 8:00 am to 4:00 pm - 35 hours/week

Ability to commute/relocate:

1. 615 Wellington, Chilliwack, BC V2P 2G2
2. Be able to reliably commute or plan to relocate before starting work (required)

To apply:

The Skwah First Nation is an inclusive and equitable organization and encourages applications from qualified applicants, including persons with disabilities and members of visible minorities. The position is open to all qualified applicants, although preference will be given to candidates of Indigenous ancestry (Pursuant to section 41 of the BC Human Rights Code).

About TRIMARK

Trimark People Solutions is a national full-service HR, Recruitment, and Training firm offering professional (HR) services. Our firm's values and principles of diversity, equity, and Indigenous inclusion guide its work. Our teams provide on-demand and managed HR services across a broad spectrum of professional services, helping organizations achieve success through their people and talent development. For more information, visit trimarkps.ca