Executive Assistant to the Chief and Council

The PositionThe Chief and Council Executive Assistant (EA) is a critical governance-support role responsible for enabling the effective, organized and timely functioning of the Office of Chief and Council. The position provides high-level administrative, project coordination, and task management support, ensuring that decisions, directives, and priorities of the Chief and Council are accurately tracked, coordinated, communicated and executed. This role serves as a central coordination hub between Chief and Council, the Administration, senior leadership, external partners and community stakeholders. The EA manages sensitive information, confidential matters, governance records, schedules, and Council workflows while ensuring that strategic and operational tasks move forward efficiently and in alignment with governance protocols. The Candidate:Executive and Governance SupportProvide direct, day-to-day executive support to the Chief and Council.Manage complex calendars, schedules and meeting logistics.Prepare agendas, briefing notes, correspondence and Council packages.Record, organize, and distribute meeting materials and follow-up actions.Track Council motions, resolutions, and directives to ensure completion.Support compliance with governance policies, procedures and timelines.Maintain official records in accordance with the records management standard. Project Initiative CoordinationAct as a project coordinator for Chief and Council-directed initiatives.Develop and maintain project timelines, task lists and progress trackers.Coordinate across departments to ensure assigned tasks are completed.Monitor milestones, risks, and deliverables for Council projects.Flag delays, capacity issues, or risks and escalate appropriately.Support the preparation of reports, updates and summaries for Council review.Ensure alignment between governance priorities and administrative execution. Task Management and Workflow ControlMaintain a centralized Chief and Council task management system.Track incoming requests, decisions and action items.Prioritize tasks based on urgency, governance deadlines and strategic importance.Ensure follow-up on all Council actions and commitments.Coordinate responses to inquiries from leadership, community members and partners.Proactively manage workload flow to prevent bottlenecks. Administration and Office CoordinationManage filing systems, digital records and document control.Coordinate travel, accommodations and logistics for Chief and Council.Support ceremonial, community and special governance events.Assist with budget tracking related to governance activities.Maintain office procedures and administrative standards. Communication and Liaison FunctionsServe as a primary liaison between the Chief and Council and Administration.At times, coordinate communication with departments on governance matters.Prepare professional correspondence on behalf of the Chief and Council.Support respectful, timely and culturally appropriate communications.Coordinate with external organizations, consultants and governments as required.Ensure clarity between governance direction and operational execution.Confidentiality, Ethics & Professional ConductHandle highly confidential and sensitive information with discretion.Maintain neutrality and professionalism in politically sensitive situations.Uphold governance ethics, protocols, and confidentiality standards.Ensure secure handling of documents, records, and communications.Demonstrate cultural respect and understanding in all interactions. Other DutiesParticipate in internal or external committees as required or assigned.Be a backup to the CAO’s EA and Administrative Assistant as needed and requested.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.Minimum 5–7 years of senior executive or governance-level administrative experience.Experience supporting elected officials, Boards, or Councils preferred.Demonstrated experience in project coordination and task management.Experience working within Indigenous governance environments is a strong asset in a First Nations environment. Experience working with various office systems and equipment.A minimum typing and transcribing speed of at least 40 wpm.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.A valid driver’s license and a clean Criminal Record Check.