Senior Executive Assistant

Indigenous professionals; Agassiz; On-site; CAD 70,000 - 98,000; Full time

Benefits offered by this job

Four-day work week

Health benefits package

Pension plan

Ongoing professional development

Job summary

Sq'ewá:lxw First Nation is seeking a Senior Executive Assistant to provide confidential executive support to the Managing Director and leadership team. The role focuses on coordinating calendars, meeting materials, and records, while ensuring smooth operation of the administration office in a small, collaborative environment.

The position emphasizes continuity, professional discretion, and proactive follow-up across departments, committees, and Nation-owned initiatives, with in-person work at

Qualifications

• Provide confidential executive support to the Managing Director and senior leadership.
• Coordinate calendars, meetings, minutes, and briefing materials with attention to confidentiality.
• Maintain organized files, tracking systems, and records in line with Nation policies.
• Support staff travel, training arrangements, and related expenditures.
• Assist with committee and cross-departmental meeting preparation and follow-up.

Responsibilities

• Support the Managing Director and Chief and Council with daily administrative tasks.
• Coordinate meeting rooms, agendas, minutes, and materials for governance meetings.
• Track priorities, deadlines, and information requests across departments.
• Manage records and documentation with discretion and privacy in mind.
• Assist with travel logistics, registrations, and allowances for staff.
• Provide backup operational support during busy periods or staff absences.

Skills

Communication

Organization

Prioritization

Stakeholder management

Confidentiality

Education

Diploma or certificate in Business Administration or Office Administration

Tools

Microsoft Office

Outlook Calendar

Electronic filing systems

Document preparation software

Job description

Who We Are

Skawahlook First Nation (Sq'ewá:lxw) is a small, close-knit Nation of approximately 100 members, located between Hope and Agassiz in the Fraser River Valley. This is our home (La:lem), and all members belong here as family.

We are a progressive First Nation working together toward a healthy, proud, and prosperous community for present and future generations. We support members to build self-sufficiency through empowerment, capacity-building, goal-setting, and the celebration of success.

We care for and protect our land (tem:exw), water (qo), and air, and generously welcome visitors to our territory - Ey te sqwalewal chet aw sut maxwi temexw cht ("We're glad to see you in our land") - as we continue to claim and walk the path to reconciliation.

Our work is grounded in collaboration, mutual support, and shared responsibility as we work together to serve the community. As we advance community and economic development initiatives, including the Ruby Creek Art Gallery and a large hall and banquet facility, Sq'ewá:lxw offers a dynamic and growth-oriented work environment.

Role Overview

Reporting to the Managing Director, the Senior Executive Assistant is a senior and trusted role within the Sq'ewá:lxw administration office. The position provides confidential executive and administrative support while helping ensure the office runs smoothly, priorities are tracked, and important matters continue to move forward.

This role is especially important in a small, collaborative office environment where continuity, follow-through, and sound judgment matter. Working closely with the Managing Director, Chief and Council, staff, committees, community members, and external partners, the Senior Executive Assistant helps coordinate information flow, manage sensitive priorities, and provide delegated operational and supervisory backup when needed.

This is primarily an in-person role based at the Administration Office, with occasional travel for meetings and the flexibility needed to support community-based activities in a remote location.

What This Role Carries

Executive Administration, Office Coordination, and Meeting Support

• Provide confidential executive and administrative support to the Managing Director, including scheduling, correspondence, document preparation, records management, follow-up tracking, and coordination of daily priorities.
• Support the smooth operation of the administration office by monitoring supplies, equipment, facilities, meeting spaces, records, and other Nation assets, and coordinating maintenance or follow-up as needed.
• Assist with the logistics, administration, and organization of staff travel and training, including registration, accommodations, travel arrangements, and allowances.
• Prepare and edit agendas, minutes, meeting materials, letters, reports, briefing notes, memoranda, forms, funding proposals, and other administrative documents as directed.
• Organise meetings and events by booking rooms, inviting participants, preparing materials, arranging refreshments, setting up meeting spaces, and documenting required follow-up.
• Coordinate administrative projects and follow up on assigned action items, deadlines, approvals, and information requests on behalf of the Managing Director.

Executive Coordination and Operational Backup

• Provide delegated supervisory and operational backup to the Managing Director when requested, including supporting day-to-day direction to staff, triaging operational issues, coordinating urgent follow-up, and helping ensure priorities continue to move forward in the Managing Director’s absence or during periods of high demand.
• Act as a central administrative contact for the Managing Director by coordinating information flow, tracking priorities, and ensuring timely responses to internal and external requests.
• Support coordination between departments by gathering information, preparing materials, distributing updates, and helping ensure administrative follow-through on operational priorities.
• Maintain organized executive and administrative files, correspondence, meeting records, contact lists, forms, templates, and tracking systems in accordance with Nation policies and confidentiality requirements.
• Exercise sound judgment and initiative in identifying administrative risks, overdue follow-up items, information gaps, or service continuity issues, and bring forward recommended next steps to the Managing Director.

Support to Committees, Nation-Owned Businesses, and Special Initiatives

• Provide administrative support to Chief and Council and Sq'ewá:lxw committees, including preparing materials, attending meetings, taking minutes, corresponding with members, and tracking follow-up.
• Review relevant committee, governance, business, and administrative documents to support accurate meeting preparation, minutes, correspondence, and follow-up.
• Provide administrative coordination and document support to Nation-owned businesses, committees, and special initiatives as assigned, including preparing materials, tracking follow-up items, and coordinating information requests.

What You Bring

Executive Support, Coordination, and Ways of Working

• Ability to communicate effectively, both verbally and in writing.
• Advanced organizational, prioritization, and follow-through skills, with the ability to manage competing executive and operational priorities with limited direction.
• Strong administrative and computer skills, including Microsoft Office, electronic filing systems, scheduling tools, databases, document preparation software, meeting coordination, records tracking, and office coordination.
• Willingness and ability to learn new software applications as needed to stay current in the position.
• General knowledge of social media management, including the ability to prepare and update basic posts.
• Ability to conduct research using the web and other information sources to support administrative, funding, and briefing needs.
• Ability to prepare clear, accurate, and professional executive-level documents, including correspondence, reports, briefing notes, agendas, minutes, and follow-up trackers.
• Sound judgment, discretion, tact, and professionalism when handling confidential information, sensitive matters, delegated supervisory support, operational backup responsibilities, and records, materials, and communications concerning Membership, staff, and Sq'ewá:lxw information.
• Ability to anticipate needs, identify emerging issues, coordinate timely follow-up across departments, and maintain appropriate boundaries and authority levels.
• Ability to build strong, positive relationships with community members, staff, and partners, and others who do business with the Nation.
• Knowledge of First Nation governance, community protocols, and meeting practices including quorum, motions, resolutions, and the confidential handling of Indigenous community, Membership, staff, and Nation records.

Education, Experience, and Professional Preparation

• At least five years of progressively responsible administrative experience, including at least two years providing senior administrative or executive-level support.
• Diploma or certificate in Business Administration, Office Administration, or a related field, or an equivalent combination of education and experience.
• Experience coordinating confidential matters, executive calendars, meeting materials, records, action items, and cross‑departmental follow-up with a high degree of independence.
• Experience providing informal leadership, delegated supervisory support, office coordination, or operational backup is an asset.
• Experience supporting senior leadership in a First Nation, Indigenous organization, government, not‑for‑profit, or similarly complex service environment is strongly preferred.
• Intermediate to advanced computer skills, including Microsoft Office, Outlook calendar management, electronic filing, document formatting, and records tracking.
• Valid B.C. Class 5 Driver’s License.
• Knowledge of Sq'ewá:lxw First Nation and Stó:lō people and culture, as well as other local and regional First Nations; respect for, and cultural appreciation of, First Nations.

What We Offer

• An opportunity to use your skills and leadership to make a meaningful difference in a forward‑moving First Nation community.
• A competitive salary aligned with the responsibilities of the Senior Executive Assistant role and the successful candidate’s experience.
• A comprehensive health benefits package, 100% employer‑paid.
• A matched pension plan to support your long‑term wellbeing.
• A four‑day work week, supporting balance, wellness, and family life.
• Ongoing learning and professional development opportunities.
• A collaborative, values‑driven workplace where people support one another and do good work together.