Executive Assistant to the Culture Division Manager

The Position

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

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

The Candidate:

Administrative and Clerical Support

• Provide executive-level administrative assistance to the Division Manager.
• 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 the Division Manager.
• Schedule internal and external meetings, including preparing agendas, taking minutes, and following up on actions.
• Balance competing priorities within the Culture division.

Meeting and Event Coordination

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

Communication and Liaison

• Serve as the first point of contact for inquiries directed to the Culture division.
• 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 Culture division 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 the division.
• Provide administrative support for cultural programming, including language revitalization, events, and recreational activities.
• Support cross-division collaboration to ensure cultural processes and 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:

Minimum Education

• Administration, Legal Assistant or Business Administration Certificate or equivalent; Diploma preferred.
• Certification in Local Government Administration or equivalent work experience preferred.

Minimum Experience

• 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