Executive Assistant to Chief and Council

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• Executive Assistant to the Chief and Council

The swiya of the shíshálh people lies between Queens Reach in Jervis Inlet and Howe Sound on the south coast of British Columbia. Historically there were four main settlements at kalpilin (Pender Harbour), ts’unay (Deserted Bay), xenichen (Jervis Inlet) and tewankw near Porpoise Bay.shíshálh Nation is committed to innovation in program and service delivery designed to assist our members and community to achieve greater independence, wellness and self-sufficiency.

Foundational to our shared work is the protection, promotion and practice of shíshálh culture, language and laws within our swiya.

The Chief and Council Executive Assistant (EA) is a critical governance-support role responsible for enabling the effective, organized and timely functioning of the Office of Chief and Council. The position provides high-level administrative, project coordination, and task management support, ensuring that decisions, directives, and priorities of the Chief and Council are accurately tracked, coordinated, communicated and executed.

This role serves as a central coordination hub between Chief and Council, the Administration, senior leadership, external partners and community stakeholders. The EA manages sensitive information, confidential matters, governance records, schedules, and Council workflows while ensuring that strategic and operational tasks move forward efficiently and in alignment with governance protocols.

The Candidate:

Executive and Governance Support

• Provide direct, day-to-day executive support to the Chief and Council.
• Manage complex calendars, schedules and meeting logistics.
• Prepare agendas, briefing notes, correspondence and Council packages.
• Record, organize, and distribute meeting materials and follow-up actions.
• Track Council motions, resolutions, and directives to ensure completion.
• Support compliance with governance policies, procedures and timelines.
• Maintain official records in accordance with the records management standard.

Project Initiative Coordination

• Act as a project coordinator for Chief and Council-directed initiatives.
• Develop and maintain project timelines, task lists and progress trackers.
• Coordinate across departments to ensure assigned tasks are completed.
• Monitor milestones, risks, and deliverables for Council projects.
• Flag delays, capacity issues, or risks and elevate appropriately.
• Support the preparation of reports, updates and summaries for Council review.
• Ensure alignment between governance priorities and administrative execution.

Task Management and Workflow Control

• Maintain a centralized Chief and Council task management system.
• Track incoming requests, decisions and action items.
• Prioritize tasks based on urgency, governance deadlines and strategic importance.
• Ensure follow-up on all Council actions and commitments.
• Coordinate responses to inquiries from leadership, community members and partners.
• Proactively manage workload flow to prevent bottlenecks.

Administration and Office Coordination

• Manage filing systems, digital records and document control.
• Coordinate travel, accommodations and logistics for Chief and Council.
• Support ceremonial, community and special governance events.
• Assist with budget tracking related to governance activities.
• Maintain office procedures and administrative standards.

Communication and Liaison Functions

• Serve as a primary liaison between the Chief and Council and Administration.
• At times, coordinate communication with departments on governance matters.
• Prepare professional correspondence on behalf of the Chief and Council.
• Support respectful, timely and culturally appropriate communications.
• Coordinate with external organizations, consultants and governments as required.
• Ensure clarity between governance direction and operational execution.

Confidentiality, Ethics & Professional Conduct

• Handle highly confidential and sensitive information with discretion.
• Maintain neutrality and professionalism in politically sensitive situations.
• Uphold governance ethics, protocols, and confidentiality standards.
• Ensure secure handling of documents, records, and communications.
• De…