Executive Assistant

ABOUT LYACKSON FIRST NATION

Lyackson’s reserve lands are located on Leey’qsun Island (Valdes Island), which is known to be an important Warrior Training Village site. We are one of the five modern communities that make up the historic Quw’utsun Nation.  Our Administration Offices are located 15 minutes north of Duncan, BC, on Halalt First Nation’s Reserve Lands.

Lyackson prides itself on being educated, forward-thinking, innovative, and strong advocates for our rights and title to our traditional territory; everything on, below, and above our lands and waters.

If you are personally motivated, driven, and want to work in a fast-paced, multitasking environment that will create lasting growth, development and change, this is the opportunity for you.  Lyackson First Nation is a “nation, building a nation,” with the recent signing of an Incremental Treaty Agreement, a significant parcel of land will be transferred to our community. With this comes a lot of work involving major projects, community development, policies and codes, as well as significant community engagement.  As the Executive Assistant, you will be at the forefront of assisting in the coordination of this work.

ABOUT OUR OPPORTUNITY

Under the direction of the Director of Operations for Administrative work, and the Chief for Political Executive work, the Executive Assistant will provide vital support to  Lyackson’s Chief and Council and the Director of Operations. Lyackson has a hereditary Chief and three elected Councillors. As this is a pivotal role, it requires the successful candidate to uphold a strong code of ethics and confidentiality at all times.

The Executive Assistant acts as a key liaison for internal and external stakeholders, including serving as the first point of contact. It is important for the successful candidate to have a strong knowledge of Coast Salish C culture and protocol, with a willingness to learn more. This position offers the opportunity to build and foster professional relationships in a culturally sensitive manner.

The Executive Assistant works both independently and collaboratively with staff, members,  organizations, external stakeholders, individuals, and key partners to ensure effective information sharing. This role offers a unique opening to contribute to our community’s success and well-being.

SELECT RESPONSIBILITIES WILL INCLUDE

• Provides administrative and clerical support, including word processing and data entry while maintaining confidential files and other organizational systems.
• Responsible for the management and flow of information throughout the Administration and acts as a communication ambassador.
• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence (e.g. emails, letters, reports) that is often confidential; arranging complex and detailed events and travel plans, itineraries, and agendas; compiling documents for travel-related meetings.
• Assists the Chief and Director of Operations in preparing for meetings of the Chief and Council, including creating informational materials for Council members.
• Manages the logistical details of council development and handles on-site execution while ensuring that minutes of Council meetings and committees are taken, prepared, and distributed and maintains records of Council actions.
• Oversees the planning of key committee and Council meetings. This includes tracking, monitoring and follow up on the progress of projects; tracking meeting participants, action items and strategies that emanate from the Director of Operation’s office; collecting and ensuring the preparation and distribution of appropriate materials; and initiation of subsequent follow up meetings.
• Other duties as required to help support our vision, fulfill our mission and abide by our values.

EDUCATION & EXPERIENCE

• Degree or certification in a relevant field such as Business Administration.
• 3+ years related experience in an executive assistant or senior administrative position.
• Or combination of relevant training and experience
• Experience working with First Nations is an asset
• Valid Drivers’ License Required

GENERAL KNOWLEDGE

• Appreciation for Coastal First Nations’ culture and practices
• BC First Nations’ History

KEY COMPETENCIES & ABILITIES:

• Calendar Management: Scheduling meetings, appointments, and travel arrangements while avoiding conflicts and effectively managing time zones.
• Communication Skills: Clear and concise verbal and written communication, adept at interacting with diverse individuals at all levels.
• Organization and Time Management: Prioritizing tasks, managing deadlines, and maintaining a structured system for documents and information.
• Attention to Detail: Ensuring accuracy in all tasks, including proofreading and data entry.
• Discretion and Confidentiality: Maintaining privacy regarding sensitive information.
• Technology Proficiency: Expertise in using office software like Microsoft Office 365 Suite, calendar applications, online meeting programs, and other relevant technology.
• Problem-Solving Skills: Identifying issues, analyzing situations, and finding effective solutions.
• Adaptability and Flexibility: Adjusting to changing priorities and situations quickly.

PERSONAL ATTRIBUTES

• Proactive Approach: Anticipating needs and taking initiative without constant direction.
• Diplomacy and tact: Handling sensitive situations with grace and maintaining positive relationships
• Interpersonal Skills: Building rapport and effectively collaborating with colleagues at all levels
• Stress Resilience: Maintaining composure under pressure and managing demanding workloads
• Loyalty and Reliability: Being dependable and committed to supporting their executive
• Self-Motivation: Taking ownership of tasks and working independently

WE OFFER

• Wage: $28-33/hour,($54,600-$64,350/year) commensurate with experience and qualifications.
• Vacation offerings that generously increase with employment.
• Generous Extended Medical and Dental Plan – premiums 100% paid for by employer.
• Wellness Program – annual funds available for employees to support personal wellness initiatives and activities.

WORK ARRANGEMENT

Monday-Friday 8am-4pm at Lyackson First Nation offices with some in-person and/or virtual evening and weekend meetings, which will alter your work week to accommodate the time.

JOIN US!  If you’re interested in this exciting opportunity to join our vibrant growing team, please send your resume with a cover letter identifying why you are the right person for this role to renee@hrwest.ca please put: Lyackson EA as the subject item.

In accordance with Section 41 of the Human Rights Code, preference will be given to qualified applicants from Lyackson First Nation or of Indigenous ancestry. We are an inclusive, diverse work place and encourage all qualified individuals to apply. Please note that only candidates selected for an interview will be contacted.