Skwlāx te Secwepemcúl̓ecw – Job Description
| JOB TITLE: Executive Assistant | FULLTIME | |||
| DEPARTMENT: Administration | ||||
| REPORTS TO: Council | ||||
The Organization:
Skwlāx te Secwépemcúl̓ecw (SteS) is traditionally known as Skwlāx, which translates to Black Bear in Secwépemctsín, the traditional language. The community has demonstrated a strong vision and drive in economic development. Through the creation of Quaaout Lodge, Talking Rock Golf, and Le7ka Spa, SteS has helped promote Secwépemc culture while developing world-class accommodation and leisure experiences. The Band has not only led the way in tourism within the Shuswap region, but has also worked to challenge stereotypes and perceptions of reserve life with a focus on community development, wellness, and cultural identity.
The Administration Department is one of the four core pillars of Skwlāx te Secwépemcúl̓ecw, alongside Health and Wellness, Economic Development, and Lands. This department plays a key role in ensuring the effective operation of the organization by supporting governance, facilitating internal communication, and implementing organizational policies and procedures. The Administration Department works collaboratively across all departments to promote operational efficiency, accountability, and a healthy, inclusive workplace culture.
Job Summary:
Reporting directly to Council, the Executive Assistant provides high-level administrative and organizational support to ensure the smooth functioning of Council operations and effective governance. This role is responsible for managing Council communications, scheduling, meeting logistics, documentation, and follow-up on Council decisions.
The Executive Assistant acts as a trusted and discreet professional, handling sensitive information with integrity, exercising sound judgment, and supporting effective decision-making processes. The successful candidate is proactive, solutions-focused, and able to manage multiple priorities in a fast-paced governance environment.
Core Responsibilities:
Administrative Support to Council
- Provide comprehensive administrative support including calendar management, scheduling, appointment coordination, and preparation of correspondence
- Prepare, format, and organize reports, briefing notes, letters, memos, and other documentation for Council review and signature
- Monitor incoming emails and messages; flag priority items and prepare responses or follow-up as needed
- Coordinate and prepare all travel arrangements including itineraries, accommodation, transportation, and expense documentation
- Assist Council with information gathering, research, and preparation of background materials
Council Meeting Support
- Serve as Secretary for all Council meetings, including agenda preparation, scheduling, and logistics
- Take, transcribe, and distribute accurate meeting minutes, and maintain a clear record of all Council resolutions, motions, and decisions
- Ensure Council protocols are followed, and all documentation is filed appropriately
- Assist in the preparation of reports or briefing notes to support Council decision-making
Information, Records, and Document Management
- Maintain organized, secure, and confidential filing systems (digital and physical) for Council records and documentation
- Manage storage, retrieval, and archiving of Council and administrative documents according to internal policies
- Ensure sensitive and confidential information is handled according to internal protocols
Communication and Relationship Coordination
- Act as a liaison between Council, staff, and external stakeholders to facilitate timely and effective communication
- Track and follow up on delegated tasks, action items, and Council decisions to ensure timely completion
- Assist in organizing special events, workshops, and community meetings as directed by Council
Special Projects and Additional Support
- Provide administrative support for governance-related projects and priorities as assigned by Council
- Conduct research, prepare summaries, and gather information to support Council initiatives
- Perform other administrative and logistical duties as required to support effective Council operations
Basic Qualifications | Requirements for position:
- Post-secondary education in Office Administration, Business Administration, or a related field; an equivalent combination of education and relevant experience may be considered
- Minimum 3 years of experience providing executive-level administrative support, preferably in a leadership or government setting
- Excellent oral and written communication skills with the ability to draft, format, and edit professional correspondence and reports
- Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment
- Experience recording and transcribing meeting minutes with a high degree of accuracy and professionalism
- Experience preparing travel logistics, itineraries, and administrative documentation
- Demonstrated discretion and sound judgment in handling confidential and sensitive information
- Ability to work independently while maintaining strong working relationships with staff and community members
- Flexibility to work after hours or travel occasionally, as required
- Proficiency in Microsoft Office applications including Word, Excel, Outlook, PowerPoint, and Publisher
- Experience using virtual meeting platforms such as Microsoft Teams or Zoom for communication and coordination
- Experience working in or with First Nations or Indigenous organizations is an asset
- Knowledge of Secwépemc language and culture is considered an asset
- Valid Class 5 Driver’s License and access to a reliable vehicle
- Must be able to obtain and maintain a Criminal Record Check with Vulnerable Sector clearance
- Must be able to commute or relocate to Chase, BC or surrounding areas prior to start of employment
Physical Demands:
The Executive Assistant role is primarily office-based and requires the ability to perform standard executive-level administrative and coordination tasks, including:
- Sitting for extended periods while managing calendars, preparing documents, or using a computer, telephone, or other office equipment
- Regular keyboarding, document preparation, information management, and correspondence handling
- Occasional lifting or moving of meeting materials, files, equipment, or supplies weighing up to 20 pounds
- Sustained focus and attention to detail while prioritizing multiple tasks, deadlines, and shifting demands
- Occasional movement within the building or between locations to support meetings, community engagements, cultural events, or leadership activities
Working Conditions:
The Executive Assistant works primarily in a standard office environment supporting Council operations. Most work occur during regular business hours; however, flexibility is required for early mornings, evenings, or occasional weekend work to accommodate meetings, travel, community engagements, or urgent governance matters.
The role involves frequent interaction with Council members, staff, community members, and external partners. Due to the sensitive and confidential nature of governance information and Council decisions, maintaining professionalism, discretion, cultural respect, and sound judgment is essential at all times.
Equipment and Software:
- Standard office equipment including computers, photocopiers, fax machines, and telephones
- Microsoft Office Suite: Word, Excel, Outlook, PowerPoint, and Publisher
- Electronic filing systems for document and record management
- Transcription tools and software for meeting minutes and correspondence preparation
Confidentiality:
- Maintain strict confidentiality of all Council communications, interactions, and records in accordance with Skwlāx te Secwépemcúl̓ecw policies and applicable legislation
- Ensure secure handling, storage, and transmission of sensitive documents, correspondence, and records
- Exercise discretion, professionalism, and cultural sensitivity in all communications and interactions
- Adhere to established protocols for document security and information management
- Respect the privacy and dignity of Council members, staff, and the community in managing confidential information
EMPLOYEE ACKNOWLEDGMENT
I have reviewed the Skwlāx te Secwepemcúl̓ecw (SteS) job description and I understand all my job duties and responsibilities. I can perform the essential functions as outlined within the job description. I understand that my job may change on a temporary or regular basis according to the needs of the operation without it being specifically included in the job description. If I have any questions about the job duties not specified in this description that I am to perform, I should discuss them with the Executive Director and/or designate.
I further understand that future performance evaluations and merit increases to my pay are based on my abilities to perform the duties and responsibilities outlined in this job description to the satisfaction of the Executive Director and/or designate.
I have discussed any questions I may have had about this job description prior to signing.
| Reviewed by Incumbent: | Date: | ||
| Approved by Supervisor: | Date: |
