Executive Assistant

Witset First Nation – Administration / Executive Office

Position Details

Employment Type: Permanent / Full-Time
Hours: 35 hours per week; occasional evenings and weekends for Chief and Council meetings and events
Department: Administration / Executive Office
Reports To: Executive Director
Location: Witset First Nation Administration Office
Wage: $30.00 – $35.00 per hour
Start Date: As soon as possible

Application Deadline: Open until filled

Position Overview

The Executive Assistant provides high-level administrative, governance, and project support to the Executive Director, helping the Executive Director lead Witset First Nation's administration and support Chief and Council.

Reporting to the Executive Director, the Executive Assistant manages the Executive Director's schedule and correspondence, prepares Chief and Council meeting materials, tracks follow-up actions on Council decisions, and ensures the Executive Office remains organized and operates smoothly.

This is a trusted, confidential position and a key point of contact for Chief and Council, staff, community members, partner organizations, government agencies, and funders. The Executive Assistant helps uphold the Nation's governance protocols and supports the Executive Director's work across departments and with Kyah Development Corporation.

Key Responsibilities

Executive Support and Office Coordination

Manage the Executive Director's calendar, appointments, meetings, and travel arrangements, anticipating scheduling conflicts and priorities.
Screen and respond to calls, emails, and visitors on behalf of the Executive Director, directing matters to the appropriate department and escalating urgent issues.
Prepare, proofread, and manage correspondence, briefing notes, reports, presentations, and letters for the Executive Director's review and signature.
Maintain organized electronic and paper filing systems for the Executive Office, including contracts, agreements, and policy documents.
Coordinate logistics for meetings, events, and delegations hosted by the Executive Director's office.

Chief and Council Support

Prepare agendas, meeting packages, and supporting reports for Chief and Council meetings in consultation with the Executive Director.
Attend Chief and Council meetings as required and take accurate minutes, recording motions, decisions, and resolutions.
Track Council decisions and action items, following up with the Executive Director and departments to ensure timely completion.
Assist with preparing regular updates and reports for Chief and Council.
Maintain official records, including approved minutes, resolutions, and Band Council Resolutions.
Support the Executive Director in upholding the Nation's governance protocols, including directing requests received from individual Council members to the Executive Director for appropriate handling.

Cross-Department Coordination and Partnerships

Support the wraparound service model envisioned by Council by helping coordinate information and meetings across departments and partner organizations.
Assist the Executive Director with funding applications, proposals, and reporting by gathering information, coordinating departmental input, and tracking deadlines.
Liaise with government agencies, funders, partner organizations, and community members on behalf of the Executive Director's office.
Support information sharing and meeting logistics between Chief and Council and the Kyah Development Corporation (KDC) Board when the Executive Director is invited or designated to participate, without assuming responsibility for KDC's operational management.

Initial Priority: Director of Operations Recruitment Support

Provide administrative support to the Executive Director during recruitment for the newly created Director of Operations position, including scheduling interviews, preparing materials, and coordinating with candidates.
Maintain strict confidentiality of all recruitment information and candidate records.
Assist with orientation arrangements and briefing materials for the Director of Operations once hired, as directed.

Confidentiality and Records

Handle sensitive and confidential information, including personnel, financial, legal, and Council matters, with strict discretion.
Ensure Executive Office files are securely stored and that privacy and confidentiality are maintained.
Assist the Executive Director in maintaining policy documents and ensuring they remain current and accessible to staff.
Support the Executive Director's office during emergencies, including communications and coordination as directed.
Perform other duties within the scope of the position as assigned.

Qualifications

Diploma or certificate in office administration, business administration, or a related field. An equivalent combination of education and experience will be considered.
Minimum of three years of experience in executive or senior administrative support, preferably within a First Nations government, public sector, or non-profit organization.
Experience supporting a governing body or board, including preparing agendas and taking minutes, is an asset.
Knowledge of First Nations governance and Indigenous organizations, along with an understanding of Wet'suwet'en culture and the Witset community, is an asset.
Advanced proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint, with the ability to learn new systems.
Satisfactory Criminal Record Check, including Vulnerable Sector screening.
Valid BC Driver's Licence and access to a reliable vehicle are assets.

Knowledge, Skills and Abilities

Exceptional discretion, integrity, and judgment when handling confidential information.
Excellent written and verbal communication skills, including the ability to draft clear, professional correspondence and reports.
Strong organizational and time-management skills, with the ability to manage competing priorities and deadlines.
Initiative and the ability to anticipate needs and follow matters through to completion.
Tact and professionalism when working with Chief and Council, staff, community members, and external partners, while respecting the chain of command and governance protocols.
Accuracy and attention to detail, particularly when preparing minutes, maintaining records, and handling official documents.
Genuine respect for and understanding of Witset First Nation, Wet'suwet'en culture, governance, and community priorities.

Working Conditions

Primarily an office-based position at the Witset First Nation Administration Office.
Occasional evening or weekend work to support Chief and Council meetings and community events.
Occasional travel to meetings, conferences, or community events.
Regular exposure to confidential and sensitive information concerning community members, finances, and Band operations.

How to Apply

Interested applicants are invited to submit a resume and two references.

Email: hr@witset.ca

In Person: Applications may be dropped off in a sealed envelope at the Main Band Office, attention Brad Densmore.

Application Deadline: Open until filled

Employment Equity

Pursuant to Section 41 of the BC Human Rights Code, preference may be given to applicants of Aboriginal ancestry.

We thank all applicants for their interest. Only those selected for an interview will be contacted.

Our Commitment

The Witset First Nation practices Wiguus by engaging, understanding, inspiring, and empowering our ski ze’, revitalizing our roots and cultural systems, integrating traditional knowledge with the knowledge of today through building capacity and resources, celebrating our successes, and adapting to meet the needs and interests of ski ze’ and future generations.