Executive Assistant - TKL

Ktunaxa Nation; Cranbrook; On-site; CAD 5,500 - 64,000; Full time

Benefits offered by this job

Full benefits

Job summary

Ktunaxa Nation in Cranbrook, BC, seeks an Executive Assistant to provide direct administrative and operations support to the TKL Director. You will manage minutes, records, meetings, travel logistics, and communications with communities and partners.

This fast-paced role requires discretion and bilingual communication with attention to detail. The successful candidate will have 5–8 years of office experience, strong MS Office skills, and a proactive approach to project and task coordination.

Qualifications

• 5-8 years’ office and administrative experience.
• Excellent written and oral communication skills.
• Excellent computer skills including Microsoft Office Suite.
• Ability to manage multiple tasks simultaneously with accuracy and consistency.
• Knowledge of and experience in working within protocols and procedures.
• Event planning and/or project management skills including tracking tasks.
• Ability to take and transcribe minutes.
• Prioritizing and managing competing initiatives and timelines.
• Experience with records management.
• Advanced Business English.
• Keyboarding skills – 60 to 70 wpm.
• General knowledge of bookkeeping.
• Strong attention to detail.
• Commitment to life-long learning.

Responsibilities

• Maintains and organizes the Director's schedule/calendar.
• Arranges travel accommodations.
• Coordinates and supports Elders meetings and speaking engagements.
• Screens calls and inquiries; handles as appropriate.
• Greets visitors and supports meeting logistics.
• Prepares briefing materials, documents, reports and presentations.
• Organizes meetings; ensures Director is prepared with materials.
• Liaises with clients, suppliers and staff.
• Makes room and refreshments arrangements.
• Prepares meeting agendas and briefing packages.
• Records minutes and distributes them; ensures action items are tracked.
• Maintains accurate meeting records, including motions and actions.
• Supports the Director to complete action items and meet timelines.
• Arranges regular Director meetings to review requests and priorities.

Skills

Office experience

Administrative skills

Communication skills

Multi-tasking

Protocol knowledge

Event planning

Minute-taking

Prioritization

Records management

Business English

Typing speed

Bookkeeping

Attention to detail

Tools

MS Office

Job description

Executive Assistant - TKL

Full-Time, Permanent Cranbrook BC Strong, healthy citizens and communities, speaking our language and celebrating who we are and our history in our ancestral homelands, working together, managing our lands and resources, within a self-sufficient, self-governing Nation. The Ktunaxa Nation Council has an opportunity for Executive Assistant - TKL in Cranbrook BC. This position provides the Traditional Knowledge and Language (TKL) sector Director with direct administrative, clerical, and operations support for a variety of initiatives and projects. The position supports and guides the flow of information between the TKL Director, Sector Staff, Ktunaxa communities and citizens, and the internal and external partners. The position of Executive Assistant exists to help support the TKL Sector strategies, goals and objectives. A large focus for this role is on meeting and project support with an emphasis on accurately taking and transcribing minutes, record and file management, and all relevant events are organized and supported. The Executive Assistant position is dynamic and fast-paced, requires familiarity with the sector’s work processes, and has a special emphasis on communication standards with Ktunaxa citizens and communities. This position contributes directly to the effective and efficient functioning of the TKL Sector and contributes to positive outcomes. This is a full-time permanent position with full benefits. Salary range - $55,427 - $63,570.

• Transparency, trust, honesty, and integrity are crucial for this position to directly support the Director in a highly confidential and fast-paced environment and to ensure that the Director’s time is conserved to strategically advance the goals and priorities of the Sector.


• Supports in the maintenance & organization schedule/calendar.


• Arranges travel accommodations.


• Coordinates and supports Elders meetings and speaking engagements by managing scheduling, correspondence,preparation of briefing materials and logistics, including hospitality and lunches


• Screens phone calls, enquiries requests, and handles them when appropriate.


• Meets greets visitors at all levels of seniority.


• Carries out background research presents findings to support the Director.


• Produces documents, briefing papers, reports presentations.


• Organizes and attends meetings ensures the Director is well prepared for meetings by reviewing in advance meetings materials and providing any supporting documentation or information that may be required for that meeting.


• Liaises with clients, suppliers other staff


• Make arrangements (room, refreshments etc.)


• Prepare agendas


• Prepare briefing packages, ensure completeness and accuracy; ensure receipt by members in advance of the scheduled meetings.


• Take, transcribe and distribute minutes from meetings with ability to discern information.


• Maintain accurate records of meetings including resolutions, motions and actions.


• Monitor action items from meeting minutes: record action items and monitor for completion.


• Brings forth action items to the Director and provides assistance (proactive and directed) to support the Director in achieving action items and meeting timelines.


• Arrange regular meetings with the Director through an organized approach to review multiple requests, priorities, direction/clarification, action items, etc. with a goal of being effective and efficient with the Directors time.

Key Requirements

• 5-8 years’ office and administrative experience


• Excellent written and oral communication skills, proficiency in high-level business correspondence; extensive vocabulary


• Excellent computer skills including Microsoft Office Suite


• Ability to manage multiple tasks simultaneously with accuracy and consistency


• Knowledge of and experience in working within protocols and procedures


• Event planning and/or project management skills which includes tracking and monitoring tasks


• Ability to take and transcribe minutes


• Capacity to prioritize and manage a number of competing initiatives and timelines


• Follow up, track and monitor various projects and tasks to ensure smooth flow


• Pleasant, professional and efficient telephone skills


• Experience working with a variety of committees and boards


• Respect for and knowledge of Ktunaxa and aboriginal rights, culture, history and goals


• Ability to anticipate reactions and negotiate workable outcomes


• Pleasant, professional and efficient customer service skills


• Records Management, certification preferred


• Advanced Business English


• Keyboarding skills – minimum 60 to 70 wpm


• General knowledge of bookkeeping


• Strong attention to detail


• Commitment to life-long learning

Ktunaxa candidates are encouraged to apply. All applications will be reviewed, however preference will be given to Aboriginal applicants. The closing date for this opportunity is September 30, 2026. We thank all applicants for their interest. However, only those selected for interviews will be contacted.