Administrative Assistant

Located within the traditional unceded territory of the syilx people, Westbank First Nation is a progressive and prosperous self-governing First Nation. The Okanagan Valley truly has it all, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

Westbank First Nation values diversity and we are committed to creating a healthy, strong and vibrant community through programs and services that promote physical, mental, emotional and spiritual well-being and healing. Come join our team and become part of an innovative and rewarding place to work.

POSITION SUMMARY

Reporting to the Supervisor Frontlines, the Administrative Assistant is responsible for the delivery of daily administrative tasks including but not limited to greeting visitors and callers; routing and resolving information requests; Membership mailouts; assisting the central cashier with financial services and payment processing; as well as other responsibilities that support Westbank First Nation (WFN) Departments and as requested by the Supervisor Frontlines. The Administrative assistant must be able to work in a fast-paced public-facing environment that services thousands of clients, members and staff. This position requires the ability to multitask while performing essential tasks related to the role simultaneously. Noise and distractions are inherent to this role and require the ability to stay focused while demonstrating accuracy and precision in all aspects of work.

EDUCATION/EXPERIENCE

• Post-secondary education in administrative assistant or related field
• 1-year experience in an office setting
• Good knowledge of Microsoft Office and Excel
• Recent experience processing cash and financial transactions and/or bank reconciliation
• Previous work experience with office equipment such as photocopiers, postage meters, and multiline switchboards (prefer a minimum of 5 lines)
• Experience working with indigenous communities/people considered an asset
• Equivalent combination of education, training, and experience may be considered

REQUIREMENTS

• Criminal Record and Credit Checks with results acceptable to WFN
• Valid BC Driver Licence with an acceptable driver abstract
• Must be flexible, able to cover opening and closing procedures
• Reliable source of transportation to complete post office deliveries
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation
• Must be physically capable of lifting and carrying up to 25lbs, stand for extended periods, navigating hallways and stairways, and performing repetitive physical tasks required by the position

JOB DUTIES/RESPONSIBILITIES

• Greets and directs clients in a friendly and professional manner in person, by phone and through email
• Assists in the preparation of all newsletters, community deliveries, and mailouts
• Responsible for providing support to the Residential Premises Administrator by ensuring the established Frontline Residential Premises Process is followed
• Provides general administrative assistance to all WFN departments including:
  • Operates the reception switchboard, directing clients and phone calls, and arranging couriers
  • Ensures kitchen supplies are stocked on all floors at the Lindley Building
  • Supports with photocopying, sorting, filing, and binding
  • Maintains WFN mailbox, staff directories, and boardroom bookings
  • Prepares emails, posters, and other correspondence
  • Operates office equipment such as copier, binding machine, and postage meter (operation, maintenance, and service)
  • Completes opening and closing procedures for the Lindley Building
  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Supports the Supervisor Frontlines with training of new staff
• Upholds a neat and welcoming workspace, including the lobby and kitchen areas
• Delivers mailouts to Canada Post
• Provides backup support to the Central Cashier as needed and directed by the Supervisor, Frontlines
• Performs all duties and responsibilities in accordance with the Westbank First Nation policies, standards, and procedures and as directed by the Supervisor Frontlines.

KNOWLEDGE/SKILLS/ABILITIES

• Demonstrates strong administrative skills and has the ability to set priorities and multi-task in a fast-paced environment
• Excellent customer service and interpersonal skills
• Demonstrates a high level of customer service and displays a positive demeanor
• Intermediate ability in Microsoft Word, Outlook, Excel, and Publisher; moderate ability working with Adobe forms
• Excellent written and verbal communication skills
• High level of concentration and accuracy is essential
• History of conflict resolution and deescalation management skills
• Ability to independently determine priorities and respond to changing requests
• Strong organizational skills, capacity to work under pressure and meets deadlines
• Ability to plan and organize a variety of events and functions
• Knowledge of WFN programs and services
• Ability to work well as a team and show initiative

The median salary for this position is: $56,660

Westbank First Nation offers a competitive and thoughtfully designed total rewards package that reflects our commitment to employee wellbeing and long-term success. In addition to a competitive base salary, employees are eligible to participate in the Municipal Pension Plan, a defined benefit pension plan with a 9.31% employer contribution following the eligibility period along with comprehensive extended health and dental coverage.

Our unique and generous flexible time-off provisions are designed to promote work–life–family balance and overall wellness. At WFN, we also prioritize continuous growth and leadership development by investing in meaningful education and professional development opportunities that support both individual advancement and organizational excellence.

To learn more about Westbank First Nation please visit our website at https://www.wfn.ca.

All applications must be submitted through our Employment Opportunities page. Ensure you attach your cover letter and resume. Incomplete or late submissions will not be accepted.

This opportunity will close at midnight on Sunday, November 15, 2026.

While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to qualified WFN Members & Indigenous applicants.