Executive Assistant to Council and Administration

Trimark People Solutions; Alert Bay; On-site; CAD 59,000 - 69,000; Full time

Benefits offered by this job

Relocation support

Health, pension & benefits

Impactful governance role

Job summary

Na̱mǥis First Nation is seeking an Executive Assistant to Council and Administration to support governance and administrative functions in Alert Bay, BC. The role reports to the Senior Administrator and ensures timely information, organized processes, and confidential coordination for Council, staff, andcommunity members.

Responsibilities include managing meetings, minutes, travel, newsletters, and communications, while upholding cultural awareness and governance practices.

Qualifications

• Minimum secondary school diploma or equivalent.
• Post-secondary training in office administration (certificate or diploma).
• 2 years of office administration experience.
• Advanced computer skills with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Knowledge of governance practices for Namgis First Nation.

Responsibilities

• Coordinate full cycle of Council meetings: scheduling, space, agendas, attendance, catering, and kits.
• Capture accurate meeting minutes and distribute action items within five business days.
• Serve as first contact for inquiries, ensuring confidentiality and governance alignment.
• Coordinate community engagement logistics and support newsletters.
• Arrange travel itineraries, advances, and travel claims for Council members.
• Process council mail, deliveries, and information flow.
• Provide general admin support to Council and Senior Administrator.

Skills

Communication

Organization

Confidentiality

Governance awareness

Education

Secondary diploma or equivalent

Office administration certificate/diploma

2+ years admin experience

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Job description

Job Title: Executive Assistant to Council and Administration

Employer: 'Na̱mǥis First Nation

Location: Alert Bay, BC

Employment type: Full-time, on-site

Salary: Level 16, Salary_ $58,950 to $68,996 per year, commensurate with experience

Reports to: Senior Administrator

Posting closes: Until filled

About The Role

The Executive Assistant to Council/Administration ('Executive Assistant') plays a central role in supporting the governance and administrative functions of 'Na̱mǥis First Nation. Reporting to the Senior Administrator, this position ensures that Council is equipped with timely information, well‑organized processes, and consistent administrative coordination that strengthens decision‑making and community accountability.

This role is both operational and relational. The Executive Assistant manages the full cycle of Council meetings and documentation, facilitates communication between Council, staff, and community members, and upholds high standards of confidentiality, professionalism, and cultural awareness. The successful candidate will be a steady, detail‑oriented presence who ensures that Council's work is carried out efficiently, respectfully, and in alignment with 'Na̱mǥis governance practices.

As a key point of contact for internal and external stakeholders, the Executive Assistant supports the smooth functioning of Council's activities—from meeting preparation and records management to travel coordination, community engagement logistics, and the monthly newsletter. This position is ideal for someone who thrives in a dynamic environment, enjoys building organized systems, and is committed to supporting the long‑term health and sustainability of a vibrant Indigenous government.

Key Responsibilities

• Council Meeting Coordination Ensure the full administrative cycle of Council meetings is executed smoothly and consistently. This includes scheduling meetings, reserving space, preparing agendas and BCRs, confirming attendance, arranging catering, and assembling/distributing complete meeting kits at least two days in advance.
• Meeting Documentation & Records Management Capture accurate, timely minutes for all Council meetings and prepare/distribute minutes and action item lists within five business days. Maintain organized, accessible filing systems—both physical and electronic—for agendas, minutes, BCRs, committee records, governance documents, and historical Council materials.
• Governance Communication & Inquiry Management Serve as the first point of contact for all telephone, email, mail, and in‑person inquiries requiring Council attention. Ensure communication is handled professionally, confidentially, and in alignment with 'Na̱mǥis governance protocols.
• Community & Stakeholder Engagement Support Coordinate logistics for community meetings, including the Annual General Meeting, ensuring materials, communication, and venue arrangements support meaningful participation. Support Chief and Council with internal and external meeting coordination as required.
• Council Travel Administration Arrange travel itineraries, prepare travel advances, and complete Council travel claims—including honoraria—in a timely, accurate manner. Liaise with Councillors and accounting staff to ensure smooth processing and compliance with internal policies.
• Mail, Deliveries & Information Flow Process all incoming Council mail, faxes, and deliveries, ensuring information is routed appropriately and promptly.
• Newsletter Coordination Collect relevant updates from department heads and community members and prepare the monthly 'Na̱mǥis newsletter for distribution, ensuring content is accurate, engaging, and reflective of community priorities.
• General Administrative Support Provide additional administrative assistance to Council and the Senior Administrator as required, contributing to a responsive, organized, and culturally grounded governance environment.

Education

• Minimum secondary school diploma or equivalent
• Post‑secondary training in office administration (certificate or diploma)
• 2 years of office administration experience
• Advanced computer skills and demonstrated experience with Microsoft applications (Outlook, Word, Excel, PowerPoint)

Qualifications

• Demonstrated communication skills - written and verbal
• Organized with the ability to react efficiently to tasks in a busy work environment
• Knowledge of key issues, policies and procedures relating to governance at 'Namgis First Nation.
• Committee to and demonstrating the importance and adherence to confidentiality.
• Knowledge of best practices in administrative processes.
• Ability to establish effective working relationships, both internally and with external stakeholders.
• Ability to manage conflict using sound judgement.
• Satisfactory criminal record check, with re‑checks required every three years.

What We Offer

• Relocation and/or housing support may be provided.
• A collaborative, purpose‑driven work environment.
• Group Health and Benefits and Pension plan.
• The opportunity to make a direct, lasting impact on the health and sustainability of a vibrant Indigenous community.