Executive Assistant

The Executive Assistant to the CAO/ DCAO plays a vital role in supporting them in a fast-paced environment while managing many competing priorities. The EA is responsible for providing high calibre administrative, organizational, and project coordination services. This position involves supporting the CAO and DCAO daily tasks, coordinating executive travel and accommodations, organizing and coordinating meetings, managing appointment calendars, maintaining records, detailed note taking, and preparing essential documents. The Executive Assistant will collaborate closely with staff, leadership, and external stakeholders to ensure the efficient functioning of the Band office and contribute to the smooth operation of the organization.

Requirements:

·       Post secondary diploma, or a combination of secondary diploma and 3 years experience.

·       Post-secondary education in business administration, office management, or a related field preferred.

·       Strong organizational and time management skills with the ability to prioritize tasks effectively.

·       Excellent written and verbal communication skills.

·       High attention to detail and accuracy.

·       Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.

·       Ability to work both independently and collaboratively.

·       Discretion and ability to handle sensitive information confidentially.

·       Knowledge of the Gwa’sala-‘Nakwaxda’xw Nations culture, history, and values is an asset

Preferred Skills and Qualifications:

·       At least 2-3 years of experience in an administrative support role, preferably within a government, non-profit, or First Nations organization.

·       Experience supporting senior leadership or executive teams is an asset.

·       Experience with project management or office coordination preferred

·       A positive, professional, and customer-focused attitude.

·       Ability to engage respectfully and sensitively with community members and staff.

·       Strong problem-solving skills and the ability to stay calm under pressure.

Responsibilities:

·       Manage and prioritize the CAO/DCAO’s calendar, including scheduling meetings, appointments, and travel arrangements.

·       Prepare meeting agendas, materials, and take minutes as necessary.

·        Assist in preparing reports, correspondence, presentations, and other documents for internal and external stakeholders.

·       Handle confidential and sensitive information with professionalism and discretion.

·       Maintain and organize digital and physical files in compliance with confidentiality policies.

·       Manage document storage, office supplies, and ensure proper filing systems.

·       Track and manage financial documents such as invoices and budget reports.

·       Serve as a liaison between the CAO/DCAO, other departments, community members, and external agencies.

·       Coordinate logistics for meetings, events, and projects, including booking venues and preparing materials.

·       Communicate clearly and professionally to ensure efficient information flow within the organization and externally.

·       Assist in administrative tasks related to special projects or initiatives.

·       Support the implementation and tracking of community programs, ensuring deadlines and deliverables are met.

·       Participate in staff meetings, team-building events, and other organizational activities.

·       These duties are not exhaustive and will be prioritized based on the CAO/DCAO’s needs and organizational requirements.

·       Some travel within the community and surrounding areas may be required.

·       Adheres to the personnel policies, code of ethics, and current job description of the Gwa’sala ‘Nakwaxda’xw Nations.

Positions at the Gwa’sala-‘Nakwaxda’xw Nations is considered positions of trust. The selected candidate will be subjected to a 3-month assessment and 6-month probationary period at which time the performance of the candidate will be evaluated and the decision made to continue the contract for the remainder of the year. At the end of that contracted year, a further performance evaluation will be completed to determine whether the contract will be extended in the next year(s).

Department: Band Administration

Supervisor (s): CAO/DCAO

Employment Status: Full time, Permanent

Location: Band Office

Salary: Dependent on experience/qualifications

Deadline: Monday December 8, 2025

Send to: deputycao@gwanaknations.ca

Note: all applicants must submit a cover letter, resume, criminal record check and three references