Administrative Assistant (for Chief and Council)

Job Responsibility:

Chief and Council Administrative Assistant

Type of Position: Full-time Permanent

Reporting to the CAO and supporting Chief and Council, this full time role provides administrative support services to ensure the smooth running of Council meetings and maintenance of all Council records. The role schedules and prepares documents for meetings (agendas), takes minutes, manages the Council meeting schedule and attendance along with associated records, sends meeting reminders and organizes meals and refreshments.

About Chawathil First Nation

The Chawathil First Nation, located in the stunning Fraser Valley 140 km east of Vancouver, BC, is a community with deep historical and cultural roots. As part of the Tiyt Tribe and Stó:l? Tribal Council, the Chawathil people have lived in this area for thousands of years, with their traditional territory encompassing what is now the community of Hope and its surrounding areas. Known as the "river people," the Chawathil depend on the land and river for their survival, maintaining a communal lifestyle and upholding the wisdom of their Knowledge Holders and elders. Governed by a Chief and six elected Councilors, the Chawathil First Nation follows the Chawathil Custom Election Code and Governance Policy, guiding their decision-making and daily functions. The Chawathil people share a common language, Halq'emeylem, and continue to rely on their natural resources for both economic and traditional purposes, preserving a way of life that has thrived for generations.

Duties and Responsibilities

Planning

· Plans meeting logistics and actions such plans.

Chief and Council Operations

· Support efficient management of the Council business by providing ensuring all meeting logistics are coordinated and council records are organized, stored and distributed.

· Coordinate bookings for meeting spaces and refreshments/meals for those attending Council meetings as directed.

· Assist with organizing and submitting receipts for above to Finance for reimbursement.

· Draft for review and approval agendas, meeting records, letters or other documents.

· Document notes into defined templates from meetings for review and approval.

· Help set up, follow and maintain paper and electronic filing and data management systems.

Council Governance

· As requested, support the preparation of information, materials, and reports for Council meetings.

Relationship Management

· Be respectful and unbiased in carrying out work responsibilities as a service provider.

· Demonstrate respectful behavior and actions aligned with the culture and values of Chawathil First Nation.

· Follow workplace expectations including attendance and assigned work activities.

People Management

· Understand and follow human resources policies through respectful behaviors and actions aligned with the culture and values of Chawathil First Nation.

Knowledge, Skills and Abilities

· Strong administrative skills with previous experience supporting Committee/Council business.

· Demonstrated strong working knowledge of MS Office applications.

· Good written and oral communication skills.

· Good knowledge of the operation of office equipment, such as a photocopier, fax, telephone, and computer.

· Good organizational and time management skills.

· Good ability to establish positive and friendly working relationships and demonstrate excellent customer service, both internally and with eternal groups.

· Ability to work in a team or independently with minimal supervision.

· Follow all Chawathil First Nation Policies and Procedures.

· Awareness of and ability to demonstrate cultural awareness and sensitivity.

· Understand and promote Chawathil First Nation's culture, language, and values.

Experience and Education Requirements

· Intermediate experience with progressive responsibility over 2-5 years.

· Completion of High School or equivalent.

Other Requirements

· Flexibility may be required to adjust work schedule to attend evening and/or weekend meetings dependent upon Council needs.

· Maintain the strictest confidentiality.

· Ability to undergo an appropriate criminal records review successfully and periodically is required.

· Follow all Chawathil First Nation Policies and Procedures.

What we offer

Along with the opportunity to work alongside a compassionate, like-minded team, we provide a compensation package which includes:

· $26 - $29.00 per hour based on a 35 hour work week

· 14 Observed Statutory Holidays

· 2 weeks vacation after one year of service

· Professional & Cultural Leave

· Life Insurance, AD&D, Disability, Dental & Extended Health Care Benefits

· Group Pension Plan

To Express Interest

All interested applicants are encouraged to submit a cover letter and resume outlining how you meet these qualifications to the c/o: MNP at View email address on ca.edajobs.com.

Please send us an email if you are encountering any technical difficulties at the address above.

Closing date: April 18, 2025

We encourage applicants to submit applications as soon as possible, as applicants will be reviewed on an ongoing basis. We thank all applicants for their interest; only those selected for an interview will be contacted.

Persons of Indigenous ancestry will be given preference. s16(1) CHRA.

Job Types: Full-time, Permanent

Pay: $26.00-$28.00 per hour

Expected hours: 35 per week

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Paid time off
• RRSP match

Schedule:

• Evening shift
• Monday to Friday

Ability to commute/relocate:

• Hope, BC: reliably commute or plan to relocate before starting work (required)

Experience:

• minute taking: 1 year (required)
• creating agendas: 1 year (required)
• Microsoft Office: 1 year (required)

Location:

• Hope, BC (preferred)

Work Location: In person

Application deadline: 2025-04-18