Executive Assistant to Chief Administrative Officer

ORGANIZATION SUMMARY

kʷikʷəƛ̓əm First Nation are a distinct BC First Nation whose traditional territory centers on the Coquitlam River Watershed and the surrounding areas. kʷikʷəƛ̓əm draw our name “Red Fish Up the River” from a run of sockeye salmon that once flourished in the Coquitlam River and Coquitlam Lake prior to the construction of the Coquitlam Dam. Our name reflects the strong connection our people have always had to our lands, and the river and lake at the heart of our traditional territory. The traditional language of the kʷikʷəƛ̓əm people is hən̓q̓əmin̓əm̓. Our people descended from Elders who were renowned as spirit and winter dancers, skilled canoe builders and master sturgeon and salmon fishers. The Nation is committed to building a strong, self-governing Nation which honors our rich culture, language and history and is based on ancient Coast Salish laws and protocols. Today, as in the past, we are guided by our teachings of our ancestors to be stewards and guardians of our lands and water for past, present, and future generations.

Job Purpose

Under the direction of the Chief Administrative Officer (CAO), the Executive Assistant provides high-level coordination, administration, facilitation, and operational support to the Office of the CAO. The Executive Assistant collaborates with and, when required, provides executive administrative support to the CAO, Senior Leadership Team, and short-term project teams across Kwikwetlem First Nation (KFN). The Executive Assistant serves as a key point of contact for internal and external stakeholders and plays an integral role in supporting organizational priorities, strategic initiatives, government relations activities, and day-to-day operations.

Position Overview

This position provides a high level of executive administrative and operational support and employs solutions-focused approaches to a wide variety of organizational and operational challenges. To be successful in this role, the Executive Assistant must be an exceptional communicator with highly developed interpersonal and relationship-building skills. The successful candidate will possess a proven ability to support executive leadership in a professional, confidential, and service-oriented manner. The Executive Assistant must demonstrate initiative, sound judgment, discretion, and the ability to manage multiple competing priorities in a dynamic environment. This role requires flexibility, adaptability, and the ability to work outside normal office hours when required. The Executive Assistant will support strategic projects, day-to-day operations and other operational initiatives, government relations activities, stakeholder engagement efforts, as well as responding proactively to emerging priorities, special projects, and time-sensitive requests on behalf of the CAO.

Confidentiality Requirement

The Executive Assistant is entrusted with highly confidential, sensitive, and politically significant information and is required to maintain the highest standards of confidentiality, discretion, professionalism, and integrity always.

Job Responsibilities

• Coordinate and manage the calendar, meetings, appointments, and scheduling requirements of the Chief Administrative Officer.

• Screen and prioritize incoming calls, correspondence, and emails for the CAO and provide appropriate responses where required.

• Arrange all travel, including accommodations, transportation, ferry reservations, and detailed travel itineraries.

• Coordinate meetings, workshops, conferences, and special events, including venue arrangements, catering, logistics, and attendee communications.

• Prepare, edit, and distribute correspondence, reports, presentations, briefing notes, meeting materials, and other executive documents.

• Conduct research and compile information to support organizational initiatives, projects, presentations, and decision-making.

• Prepare agendas, assemble meeting packages, attend meetings as required, and record, prepare, and distribute meeting minutes.

• Track action items and follow-up requirements arising from meetings and leadership directives.

• Serve as a liaison between the CAO, Chief and Council, leadership staff, government agencies, consultants, community members, and external partners.

• Receive and interact with visitors and stakeholders on behalf of the CAO in a professional and welcoming manner.

• Maintain confidential records, files, and organizational documents, ensuring information is securely stored and readily accessible.

• Develop and maintain effective electronic and paper filing systems.

• Coordinate and support leadership team meetings and organizational planning sessions.

• Assist in the preparation and coordination of reports for Chief and Council meetings.

• Support the implementation and monitoring of strategic initiatives and organizational priorities.

• Attend staff training and professional development opportunities as required.

• Perform other related duties as assigned by the CAO.

• Support the development, tracking, and maintenance of organizational policies, procedures, and administrative systems.

• Assist with preparing briefing materials, background information, and reports for meetings with government representatives, partner organizations, and stakeholders.

• Monitor project timelines, deliverables, and follow-up activities to support organizational objectives.

• Maintain departmental records, inventories, contracts, agreements, and reference materials.

• Coordinate procurement requests, office supplies, equipment, and vendor communications as required.

• Assist with event planning, community engagement activities, leadership meetings, and organizational functions.

• Maintain and update organizational templates, forms, and administrative processes.

• Assist with records management and document retention in accordance with organizational policies.

• Provide administrative support for committees, working groups, and special projects.

• Other duties as assigned.

Education, Skills and Experience

• Certificate, diploma, or degree in Business Administration, Public Administration, Office Administration, Communications, Indigenous Governance, or a related field; or an equivalent combination of education, skills, knowledge, and experience.

• Minimum five (5) years of experience providing executive-level administrative support to senior leadership.

• Experience supporting a Chief Administrative Officer, Executive Director, CEO, or equivalent senior executive is preferred.

• Demonstrated experience working with government agencies, elected officials, and external stakeholders is required.

• Experience coordinating government relations activities, stakeholder engagement, and intergovernmental communications is required.

• Experience working with Indigenous communities, First Nations governments, or Indigenous organizations is highly desirable.

• Experience in Indigenous relations, community engagement, or partnership development is considered a strong asset.

• Demonstrated ability to maintain confidentiality and exercise sound judgment in handling sensitive information.

• Strong organizational, project coordination, and time management skills.

• Ability to work independently and effectively in a fast-paced and changing environment.

• Excellent written, verbal, and interpersonal communication skills.

• Strong attention to detail and commitment to accuracy.

• Demonstrated professionalism, diplomacy, and relationship-building abilities.

• Must demonstrate appreciation and respect for different cultures and diversity.

• Advanced proficiency in Microsoft 365 applications, including Outlook, Word, PowerPoint, Teams, SharePoint, and OneDrive.

• Advanced Microsoft Excel skills, including data analysis, pivot tables, formulas, reporting, dashboards, data validation, and the ability to analyze and present complex information in a clear and meaningful manner.

• Proficiency with Microsoft Visio for process mapping, workflow development, organizational charts, and operational documentation.

• Proficiency with Docusign and electronic document management systems, including preparing, distributing, tracking, and maintaining digital approval workflows and records.

• Experience utilizing collaboration, project management, and document management platforms to support executive and organizational operations.

• Demonstrated ability to prepare executive reports, presentations, dashboards, and briefing materials using data from multiple sources.

• Strong analytical and problem-solving skills with the ability to identify trends, develop recommendations, and support data-informed decision-making.

• Ability to maintain consistent attendance and punctuality.

• Demonstrated ability to manage highly confidential and sensitive information with exceptional discretion, professionalism, sound judgment, and political awareness is mandatory.

• Must maintain strict confidentiality regarding organizational, personnel, governance, legal, financial, community, and strategic matters.

Job Competencies

• Collaboration & Teamwork

• Interpersonal relationships

• Perseverance & Resilience

• Accountability & Results Oriented

• Customer Focus

• Authenticity, Transparency & Integrity

Other requirements

• Valid drivers’ license, personal vehicle and the ability to travel from time to time.

• Ability to work evenings, weekends, and overtime when operationally required.

• Satisfactory references and Criminal Record Check.

Benefits

• Effective after the probationary period.

• Extended Health & Dental, Employee and Family Assistant Program (EFAP), AD&D, Life Insurance

• Pay by Employee (bi-weekly): Short Term Disability (STD) & Long-Term Disability (LTD)

• RPP: Employee min. contribution 1% with employer match up to 5.5%.

• Vacation : 3 weeks