Skwlāx te Secwepemcúl̓ecw – Job Description
| JOB TITLE: Executive Assistant | FULLTIME | |||
| DEPARTMENT: Administration | ||||
| REPORTS TO: Kukpi7 | ||||
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 Kukpi7, the Executive Assistant provides high-level administrative, logistical, and organizational support to enable effective leadership and day-to-day functioning. This position is responsible for managing Kukpi7’s schedule, coordinating travel, preparing information packages and correspondence, organizing meetings, and ensuring the smooth flow of communication and documentation.
The Executive Assistant acts as a trusted and discreet support professional, handling confidential information with integrity and demonstrating strong judgment, cultural sensitivity, and professionalism. This role requires a proactive, solutions-focused approach and the ability to anticipate needs, organize competing priorities, and provide steady administrative support to Kukpi7.
Core Responsibilities:
Administrative Support
- 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 Kukpi7 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
- Ensure Kukpi7 is well-prepared for daily activities, meetings, engagements, and community events
Meeting and Logistics Support
- Organize and support meetings attended by Kukpi7, including preparation of agendas, materials, and background information
- Attend meetings at the direction of Kukpi7 to take notes, track action items, and assist with follow-up tasks
- Arrange logistics for internal and external meetings, including room bookings, technology setup, hospitality, and required documentation
Information, Records, and Document Management
- Maintain organized, secure, and confidential filing systems (digital and physical) for all documents related to Kukpi7
- Manage the storage, retrieval, and archiving of executive correspondence, records, and documents
- Ensure sensitive and confidential information is handled according to internal protocols
Communication and Relationship Coordination
- Act as a liaison on behalf of Kukpi7 with internal departments, community members, external partners, and leadership
- Support timely and accurate communication by drafting correspondence, preparing statements, and ensuring messages reach appropriate recipients
- Track and follow up on delegated tasks and action items to ensure timely completion
Special Projects and Additional Support
- Assist with coordination of special events, community engagements, cultural activities, and leadership commitments involving Kukpi7
- Conduct research, gather information, and prepare summaries or briefing notes as directed
- Provide additional administrative or logistical support to Kukpi7 as required to ensure effective leadership 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 the daily operations and schedule of Kukpi7. Most work occurs during regular business hours; however, flexibility is required for early mornings, evenings, or occasional weekend work to accommodate meetings, travel, community events, or time-sensitive matters involving leadership.
The role involves frequent interaction with Kukpi7, staff, community members, external partners, and other stakeholders. Due to the sensitive and confidential nature of governance information and leadership activities, 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 communications and interactions involving Kukpi7, 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
- Respect the privacy and dignity of individuals and the community in managing confidential information
- Adhere to established protocols for document security and information management
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: |
