Executive Assistant

Metlakatla Development Corporation; Prince Rupert; On-site; CAD 60,000 - 80,000; Full time

Job summary

A community development organization in Prince Rupert seeks a full-time Executive Assistant to support the CEO and coordinate treaty processes. Responsibilities include managing correspondence, organizing meetings, and ensuring effective operation of the executive office. Ideal candidates should have experience with First Nations governments and be proficient in Microsoft Office.

Qualifications

• Minimum three years of experience in an executive assistant role.
• Experience working with First Nations governments is essential.
• Strong discretion and professionalism in handling sensitive information.

Responsibilities

• Provide administrative support to the CEO.
• Coordinate treaty-related activities and records management.
• Organize meetings and maintain effective filing system.

Skills

Organizational skills

Excellent communication

Proficiency in Microsoft Office

Self-starter attitude

Time management

Education

Diploma or degree in Indigenous Governance or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Metlakatla Development Corporation (MDC) has an immediate opening for a full-time Executive Assistant in Prince Rupert. As the successful candidate, this position will support the CEO of MDC and Treaty by playing a key role in advancing the CEO's work and supporting the treaty efforts of the Metlakatla First Nation (MFN). Reporting jointly to the Chief Executive Officer and the Chief Negotiator, this role ensures the smooth operation of the CEO’s office and provides coordination and administrative support for Metlakatla’s participation in the BC Treaty Process, currently in Stage 5: Final Agreement negotiations.

The Candidate

Administrative Tasks

• Provide efficient and effective administrative support to the Chief Executive Officer.
• Review and prioritize incoming correspondence, reroute or copy as appropriate, and attach relevant files or related correspondence.
• Create templates, spreadsheets, forms, posters, and PowerPoint presentations as needed.
• Receive, screen, and direct telephone calls.
• Prepare professional and confidential correspondence, memos, and documents as requested.
• Photocopy and file documents as needed.
• Coordinate and organize logistics for meetings.
• Schedule and document dates of meetings, and record notes during meetings.
• Prepare and maintain the CEO’s task lists as needed.
• Develop meeting agendas, prepare reports, and obtain necessary materials.
• Prepare and distribute agendas, minutes, and support documentation for meetings.
• Coordinate and organize travel, accommodations, meeting space, food, and supplies.
• Maintain an effective filing system.
• Coordinate, update, and maintain work schedules and calendars.
• Schedule, update, and send reminders for meetings and appointments.
• Assist with special projects as required.
• Maintain a positive and professional image of the executive office.

Treaty Administrative Tasks

• Act as the administrative and logistical lead for the Metlakatla Treaty Office, ensuring efficient treaty-related activities and records management.
• Support MFN’s negotiation team by organizing meetings with Canada, British Columbia, and other partners in Stage 5 of the treaty process.
• Maintain a centralized tracking system for treaty negotiation documents, milestones, drafts, and community input.
• Coordinate treaty-specific community engagement events such as information sessions, dialogue circles, and open houses.
• Liaise with legal counsel, subject matter experts, and negotiators to compile and organize materials for decision-making.
• Work with the Communications Department to prepare updates, summaries, and educational content for the community on treaty matters.
• Monitor timelines and support leadership in meeting consultation and reporting requirements to funders and partners.
• Coordinate, update, and maintain work schedules and calendars.

Note: Perform all other tasks within the scope of the position and as assigned.

Education, Experience, Skills, and Abilities

• Diploma or degree in Indigenous Governance, Public Administration, Political Science, or a related field.
• Minimum three (3) years of experience in an executive assistant, coordination, or governance-support role.
• Experience working with First Nations governments, especially in treaty negotiations or Indigenous rights initiatives.
• Knowledge of the BC Treaty Process, particularly Stages 4–6, and familiarity with the Metlakatla AIP and negotiation context are assets.
• Strong organizational and time management skills, accountability, reliability, and punctuality.
• Self-starter with a positive attitude and eagerness to learn and take on challenges.
• Excellent communication skills, including speaking, listening, and writing.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and digital record-keeping platforms.
• High discretion, confidentiality, and professionalism in managing sensitive information.
• Ability to work independently and collaboratively with leaders, staff, and external parties.
• Willingness and ability to travel as needed.
• Valid Driver’s license and access to a reliable vehicle.
• Acceptance of a Criminal Record Check.