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Trimark People Solutions

Executive Assistant to Council and Administration

Alert Bay, BC, Canada

Pay: Salary: Level 16, Salary_ $58,950 to $68,996 per year, commensurate with experience
Job type: Full-time
Apply by: Oct 21, 2026
Experience: 2 years of office administration experience
Posting language: English
Posted: Sep 21, 2026

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Original job description

Job Title: Executive Assistant to Council and Administration

Employer: 'Na̱mǥis First Nation

Location: Alert Bay, BC

Employment type: Full-time, on-site

Salary: Level 16, Salary_ $58,950 to $68,996 per year, commensurate with experience

Reports to: Senior Administrator

Posting closes: Until filled

About The Role

The Executive Assistant to Council/Administration ("Executive Assistant") plays a central role in supporting the governance and administrative functions of 'Na̱mǥis First Nation. Reporting to the Senior Administrator, this position ensures that Council is equipped with timely information, well‑organized processes, and consistent administrative coordination that strengthens decision‑making and community accountability.

This role is both operational and relational. The Executive Assistant manages the full cycle of Council meetings and documentation, facilitates communication between Council, staff, and community members, and upholds high standards of confidentiality, professionalism, and cultural awareness. The successful candidate will be a steady, detail‑oriented presence who ensures that Council's work is carried out efficiently, respectfully, and in alignment with 'Na̱mǥis governance practices.

As a key point of contact for internal and external stakeholders, the Executive Assistant supports the smooth functioning of Council's activities - from meeting preparation and records management to travel coordination, community engagement logistics, and the monthly newsletter. This position is ideal for someone who thrives in a dynamic environment, enjoys building organized systems, and is committed to supporting the long‑term health and sustainability of a vibrant Indigenous government.

Key Responsibilities

Council Meeting Coordination Ensure the full administrative cycle of Council meetings is executed smoothly and consistently. This includes scheduling meetings, reserving space, preparing agendas and BCRs, confirming attendance, arranging catering, and assembling/distributing complete meeting kits at least two days in advance.

Meeting Documentation & Records Management Capture accurate, timely minutes for all Council meetings and prepare/distribute minutes and action item lists within five business days. Maintain organized, accessible filing systems - both physical and electronic - for agendas, minutes, BCRs, committee records, governance documents, and historical Council materials.

Governance Communication & Inquiry Management Serve as the first point of contact for all telephone, email, mail, and in‑person inquiries requiring Council attention. Ensure communication is handled professionally, confidentially, and in alignment with 'Na̱mǥis governance protocols.

Community & Stakeholder Engagement Support Coordinate logistics for community meetings, including the Annual General Meeting, ensuring materials, communication, and venue arrangements support meaningful participation. Support Chief and Council with internal and external meeting coordination as required.

Council Travel Administration Arrange travel itineraries, prepare travel advances, and complete Council travel claims - including honoraria - in a timely, accurate manner. Liaise with Councillors and accounting staff to ensure smooth processing and compliance with internal policies.

Mail, Deliveries & Information Flow Process all incoming Council mail, faxes, and deliveries, ensuring information is routed appropriately and promptly.

Newsletter Coordination Collect relevant updates from department heads and community members and prepare the monthly 'Na̱mǥis newsletter for distribution, ensuring content is accurate, engaging, and reflective of community priorities.

General Administrative Support Provide additional administrative assistance to Council and the Senior Administrator as required, contributing to a responsive, organized, and culturally grounded governance environment.

Education

Minimum secondary school diploma or equivalent
Post-secondary training in office administration (certificate or diploma)
2 years of office administration experience
Advanced computer skills and demonstrated experience with Microsoft applications (Outlook, Word, Excel, PowerPoint)

Qualifications

Demonstrated communication skills - written and verbal
Organized with the ability to react efficiently to tasks in a busy work environment
Knowledge of key issues, policies and procedures relating to governance at 'Namgis First Nation.
Committee to and demonstrating the importance and adherence to confidentiality.
Knowledge of best practices in administrative processes.
Ability to establish effective working relationships, both internally and with external stakeholders.
Ability to manage conflict using sound judgement.
Satisfactory criminal record check, with re‑checks required every three years.

What We Offer:

Relocation and/or housing support may be provided.
A collaborative, purpose-driven work environment.
Group Health and Benefits and Pension plan.
The opportunity to make a direct, lasting impact on the health and sustainability of a vibrant Indigenous community.

How To Apply

Please submit the following:

your resume;
a brief cover letter describing your interest; and

We thank all applicants for their interest; only shortlisted candidates will be contacted.

Proudly powered by Trimark People Solutions - delivering managed HR services across Western Canada.

For more information, visit www.trimarkps.ca.

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More about this job

Responsibilities

The Executive Assistant manages the full cycle of Council meetings, including documentation, scheduling, and records management. They also facilitate communication between Council, staff, and community members while providing general administrative support to the Senior Administrator.

Requirements

Candidates must have a secondary school diploma and post-secondary training in office administration with at least two years of relevant experience. Proficiency in Microsoft applications and a commitment to maintaining confidentiality and cultural awareness are required.

Skills

Administrative Support
Meeting Coordination
Records Management
Communication
Confidentiality
Microsoft Office
Travel Coordination
Governance
Conflict Management
Cultural Awareness
Newsletter Preparation
Stakeholder Engagement
Time Management
Detail-oriented

Benefits

Group Health
Benefits
Pension Plan
Relocation Support
Housing Support

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Governance
Council Support
Administrative Coordination
Records Management
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Community Engagement
Indigenous Government
BCR
Travel Administration
Newsletter Coordination
Confidentiality
Professionalism
Stakeholder Management

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