Executive Assistant – Governance and Culture Division

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Executive Assistant – Governance and Culture Division

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The swiya of the shíshálh people lies between Queens Reach in Jervis Inlet and Howe Sound on the south coast of British Columbia. Historically there were four main settlements at kalpilin (Pender Harbour), ts’unay (Deserted Bay), xenichen (Jervis Inlet) and tewankw near Porpoise Bay.shíshálh Nation is committed to innovation in program and service delivery designed to assist our members and community to achieve greater independence, wellness and self-sufficiency. Foundational to our shared work is the protection, promotion and practice of shíshálh culture, language and laws within our swiya.

The shared Executive Assistant provides high-level administrative, coordination, and communication support to both the Governance Division and the Culture, Language, and Recreation Division. This dual-role position ensures seamless workflow, scheduling, and documentation across two critical divisions of the shíshálh Nation.

The Executive Assistant will act as a central liaison between leadership, staff, Council, community members, and external partners, ensuring that governance and cultural initiatives are supported with efficiency, professionalism, and cultural integrity.

The Candidate:

Administrative and Clerical Support

- Provide executive-level administrative assistance to both Division Managers.
- Draft, edit, and format correspondence, reports, presentations, briefing notes, and meeting documents.
- Maintain accurate filing systems (electronic and hard copy) aligned with organizational policies.
- Manage confidential information with discretion and integrity.

Scheduling and Calendar Management

- Coordinate and maintain calendars for both Division Managers.
- Schedule internal and external meetings, including preparing agendas, taking minutes, and following up on actions.
- Balance competing priorities between Governance and Culture divisions.

Meeting and Event Coordination

- Organize and support Council-related governance meetings, cultural programming meetings, and interdepartmental sessions.
- Arrange logistics for cultural events, workshops, and governance-related forums.
- Support travel arrangements and expense reporting for both divisions.

Communication and Liaison

- Serve as the first point of contact for inquiries directed to the Governance and Culture divisions.
- Communicate respectfully with community members, Elders, staff, and external organizations.
- Coordinate internal and external communications to ensure consistency in messaging.

Records and Documentation

- Prepare, review, and distribute minutes, action items, and tracking documents.
- Ensure proper record-keeping of cultural and governance documents, following shíshálh Nation protocols.
- Maintain confidentiality of Council, community, and employee information at all times.

Support for Governance and Culture Initiatives

- Assist with drafting policies, briefing materials, and reports for both divisions.
- Provide administrative support for cultural programming, including language revitalization, events, and recreational activities.
- Support cross-division collaboration to ensure governance processes and cultural programming are integrated and aligned.

Other Duties

- Participate in internal or external committees as required or assigned.
- Other duties as required and assigned.

Qualifications, Skills and Abilities:

- Administration, Legal Assistant or Business Administration Certificate or equivalent; Diploma preferred.
- Certification in Local Government Administration or equivalent work experience preferred.
- Five (5) years of senior executive administrative experience in supporting a senior executive, preferably within a First Nations environment.
- Experience working with various office systems and equipment.
- Experience working with Indigenous people, organizations and communities.
- A minimum typing and transcribing speed of at least 40 wpm.
- An acceptable Criminal Record Check is required.
- Valid Driver’s License and access to a reliable car.

Knowledge Requirements

- Knowledge of shíshálh Nation programs and services.
- Ability to be aware of and understand the Nation Self-Government Agreement, Constitution, Community and Strategic Plan is a must.
- Knowledge of First Nation structures, service delivery and customs and traditions.
- Respect for, sensitivity towards, as well as knowledge and understanding of the shíshálh Nation culture and
- traditions.
- Knowledge of best practices in administration processes.

Special Skills

- Proficient in computer skills with MS Office Software
- Excellent planning and organizational skills
- Excellent interpersonal and customer service skills
- Excellent conflict-resolution and problem-solving skills
- Excellent verbal and written communication skills
- Excellent administrative and research skills
- Ability to accurately and efficiently record and develop meeting minutes
- Ability to develop high-level professional documents
- Ability to manage multiple priorities and work in a fast-paced environment
- Ability to work independently and within a team environment
- Ability to meet deadlines and work flexible hours
- Ability to display a positive, helpful attitude
- Ability to maintain and work with confidential and sensitive information

The swiya of the shíshálh people lies between Queens Reach in Jervis Inlet and Howe Sound on the south coast of British Columbia. Historically there were four main settlements at kalpilin (Pender Harbour), ts’unay (Deserted Bay), xenichen (Jervis Inlet) and tewankw near Porpoise Bay.shíshálh Nation is committed to innovation in program and service delivery designed to assist our members and community to achieve greater independence, wellness and self-sufficiency. Foundational to our shared work is the protection, promotion and practice of shíshálh culture, language and laws within our swiya.

2025-10-04 Code SHN-000297 Type Full-Time Category Executive Assistant – Governance and Culture Division City, State Sechelt , British Columbia Country Canada

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