Okanagan Indian Band Executive Assistant

KʷU KʷLIW̓T L̓ NQMAPLQS | WE LIVE AT HEAD OF THE LAKE

Located within the unceded territory of the syilx people, the Okanagan Indian Band is comprised of six reserves located in the North Okanagan.
Come join the OKIB Team and enjoy all that the beautiful Okanagan Valley has to offer, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

The OKIB offers a welcoming team environment and a rewarding job experience. You can expect a supportive work environment and a total compensation package which includes:

• 3 Weeks’ Vacation Pay

• Extended Health and Dental Benefits

• Employer Matched Pension Plan

• 15 Statutory Holidays

• Paid Winter Holiday Break

• Cultural Leave

• Discounted Silver Star lift passes

• Retention Bonuses after years of service

• 15 Paid Sick Days

• Paid Personal Leave

• Employee Assistance Program

• Professional Development Opportunities

Hours of work**: 37.5 hours per week**

Start Date: ASAP

Deadline for applications**: August 29, 2025**

JOB SUMMARY
The Executive Assistant is responsible for providing support to the Director of Administration and must enjoy working in a fast-paced environment that is results-focused and community-oriented. To be successful in this position, working well under pressure handling a wide variety of activities and confidential matters with discretion will be required. This position will support intergovernmental matters, develop positive relationships with internal and external stakeholders that promote and support our Strategic Plan. This position will require a highly organized individual with the ability to manage many tasks and track multiple files.

JOB DUTIES AND RESPONSIBILITIES

• Provide comprehensive support services to the Director of Administration that ensures outstanding communication and responsiveness

• Provide sophisticated calendar management; prioritizing, troubleshooting using judgements to ensure all appointments are scheduled efficiently.

• Research relevant information for Briefing Notes and Agenda Items for the Director of Administration

• Supports the Director of Administration with internal and external communications

• Support and manage a high-volume of requests and projects to meet the strategic objectives of the Director of Administration

• Provide administrative support on projects or initiatives

• Respond to inquiries from staff and external personnel

• Liaise with EDU, Language and Culture, Public Work & Housing, Fire Department, Finance Department and HR Department

• Create and distribute confidential correspondence

• Manage travel arrangements for the Director of Administration

• Prepare and edit correspondence, presentations, reports, and other documentation

• Maintain quality communications systems including contact management, document management, and archiving

• Support the Director of Administration in strategic communications, organizational strategy, and all other special projects as assigned

• Receive and direct telephone and email messages

• Maintain electronic filing system including filing all correspondence

• Assist in the planning, communication and preparation of meetings

• Responding to public inquiries

• All persons employed by the Okanagan Indian Band may be required to assist the Band in providing emergency services. Duties assigned during an emergency may differ from regular duties

• Participate in community events as requested

ADMINISTRATIVE DUTIES

• Assist the Director of Administration as requested

• Provide administrative services such as record keeping, data management and research

• Provide information to Chief and Council as instructed by the Director of Administration

• Exercises OKIB policy while communicating on the OKIB website and/or through social media

• Provides information and communication for the OKIB website to the Communications department

• Performs all duties and responsibilities in accordance with the OKIB policies and procedures

• Perform other duties as required

WHO ARE WE LOOKING FOR
You have education, experience, or an equivalent combination may be considered. You are community-minded, detail-oriented, have a willingness to contribute to a team and an excellent communicator.

Education

• Diploma in Business/Office Administration

• An equivalent combination of education and experience may be considered

• Valid Class 5 BC Driver’s licence and reliable vehicle

Experience

• 3+ years working in governance or administration, experience in a consulting or government environment preferred

• Progressive experience in an office environment managing confidential information

• Transcription of meeting minutes and preparing meeting agendas

• Electronic file management

• Advanced knowledge of the Microsoft Office Suite

• Experience working with First Nations communities

Competencies (KSAs & Desired Attributes)

• Possesses cultural appropriateness and sensitivity towards OKIB and community

• Understanding of the Indian Act legislation

• Knowledge of AANDC legislation and policies

• Demonstrated planning and excellent organizational skills

• Proofreading, spelling, grammar and punctuation skills

• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects

• Flexible team player, willing to adapt to changes and unafraid of challenges

• Excellent memory and strong ability to recall information

• Effective verbal and written communication

• Ability to work with frequent interruptions and with changing priorities

• Ability to work collaboratively in a team environment

• Ability to exercise sound judgement and diplomacy

• Self-motivated and engaged

• Exceptional interpersonal skills

• Ability to engage with varied personalities and adapt approach accordingly (approachable, adaptable, confident, engaging, credible)

• Proven communications skills utilizing the Intranet, Internet, and social media including Facebook and Twitter

CLASSIFICATION/PAY SCALE
$29.00 - $36.00 per hour dependant upon education and experience

Please send resume, cover letter and references in any one of two ways:
Email: recruiting@okanagan.org
Mail or drop off: 12420 Westside Road, Vernon, BC V1H 2A4
If you have accessibility needs, please contact Hollie Lachuk @ 250-542-4328 ext. 1011

The successful applicant will be required to provide a Criminal Record Check that includes the vulnerable sector and three references

Preference will be given to qualified Aboriginal Applicants as per section 41 of the Human Rights Code***.***

Education : College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years

Experience : 3 years to less than 5 years