Executive Assistant

Executive Assistant to Chief and Council

Brunswick House First Nation (BHFN) is seeking a highly skilled and organized professional to serve as Executive Assistant to Chief and Council. This role provides dedicated administrative and governance support to ensure efficient Council operations and progress toward annual goals and commitments to Membership.

The Executive Assistant works closely with Chief and Council, the Band Manager, Operations Manager, and CFO to maintain strong governance practices and effective communication systems.

• Coordinate workflow to ensure Council action plans, projects, and commitments are tracked and completed within timelines
• Draft correspondence, prepare reports, manage filing systems, and distribute Council mail
• Prepare and distribute Council meeting agendas and materials
• Record and prepare Council and Band meeting minutes
• Prepare Band Council Resolutions when required
• Maintain up-to-date Policy and Procedures manuals
• Compose correspondence and reports for Chief & Council’s signature
• Liaise regularly with the Operations Manager and CFO
• Manage inquiries and ensure member concerns are addressed in a timely manner
• Route calls appropriately and manage communication priorities
• Conduct surveys and research as required

• Maintain Council calendars and coordinate appointments
• Arrange meeting logistics, facilities, and refreshments
• Act as recording secretary for meetings
• Screen guest meetings to minimize interruptions
• Ensure materials and documentation are prepared in advance

• Arrange travel, accommodations, and itineraries
• Prepare and process expense claims and reimbursement documentation

• Maintain strict confidentiality in all Council business
• Exercise discretion and professionalism at all times

• Post-secondary education in Office Administration, Business Writing, or related field
• Minimum 5 years of experience in a senior Administrative Assistant role
• Knowledge of office administration and basic financial procedures
• Understanding of Council and committee systems

• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Analytical and problem-solving abilities
• Ability to maintain confidentiality
• Strong interpersonal and team-building skills
• Ability to work effectively within a fast-paced environment
• Computer proficiency (word processing and spreadsheets)
• Public relations and public speaking skills
• Ability to manage conflict constructively