Job Description

The Position

The Administrative Assistant is a pivotal role responsible for managing and overseeing the complete cycle of the shíshálh Nation’s duly convened meetings (both Regular and In-Camera), as well as other meetings. This position ensures that every stage — from the initial planning, report collection, and agenda preparation to meeting execution and post-meeting follow-up — is carried out in strict alignment with the approved Terms of Reference.

This role is essential in supporting governance transparency, operational efficiency, and interdepartmental coordination. The Administrative Assistant acts as the central hub for communication between Managers, Executive Assistants, Council support staff, and senior leadership, ensuring timelines are met and documents are handled with the highest level of accuracy, completeness, and confidentiality.

The Candidate:

Meeting Preparation and Coordination

• Lead and oversee the preparation process for all Duly Convened Meetings and other requested meetings in alignment with the approved Terms of Reference.
• Create and maintain a master timeline for each meeting cycle, tracking document submissions, approvals, and deadlines.
• Communicate clearly with Managers, Chief and Council support staff, and Executive Assistants regarding report submission deadlines and required sign-offs.
• Review and verify the completeness, accuracy, and formatting of all reports, Motions of Decision (MODs), and attachments prior to submission to the CAO and Chief.
• Coordinate agenda development for both Regular and In-Camera sessions, ensuring all items are properly categorized and approved by the CAO and Chief.
• Arrange and oversee printing, binding, and assembly of hardcopy packages, and prepare final digital meeting packages for distribution.
• Ensure that all technical and logistical arrangements (Zoom link scheduling, equipment testing, and Council Chamber setup) are completed in advance of the meeting.

In-Meeting Support

• Be present during Duly meetings to provide administrative and logistical support as required.
• Monitor agenda flow, track action items in real time, and ensure that presenters are ready and that technology functions without interruption.
• Record attendance and any procedural matters relevant to official records.

Post-Meeting Follow-Up

• Draft, edit, and finalize meeting minutes within 48 hours of the meeting in alignment with shíshálh Nation standards for clarity, completeness, and accuracy.
• Ensure that meeting minutes receive sign-off from the Chief and CAO within the required timeframe.
• Distribute approved Regular Duly minutes to the Chief, Council, CAO, and Senior Managers, while ensuring In-Camera minutes are stored securely and distributed only to authorized recipients.
• Upload all finalized and signed documents (reports, MODs, agendas, and minutes) to the Administration’s secure central digital folder, following naming conventions for meeting date, type, and status.
• Update the Council Action Item Dashboard with decisions, tasks, and deadlines, and monitor the status of follow-up actions.

Communication and Coordination

• Serve as the primary contact for all matters related to Duly meeting preparation, execution, and follow-up.
• Send timely reminders and progress updates to all participants regarding document submissions, meeting deadlines, and responsibilities.
• Coordinate with Managers, EAs, and Council support staff to ensure that, in the event of planned leave, adequate coverage and backups are arranged to maintain continuity in meeting preparation.
• Foster a culture of accountability, ensuring that timelines and procedural requirements are consistently met.

Document Management

• Maintain a well-organized digital archive of all Duly meeting materials, accessible to authorized users while maintaining security and confidentiality standards.
• Ensure that all files are stored in compliance with Shíshálh Nation governance and records retention policies.
• Implement consistent version control and file naming conventions to reduce errors and ensure clarity.
• Regularly review document storage practices to identify and address any gaps or inefficiencies.

Other duties

• Other duties within the scope of the position may be allocated by the CAO or designate. These will be in accordance with the employee’s range of skills, competence, training and/or experience or be part of a training/development plan.
• Be a backup to the CAO’s Executive Assistant.
• May assist Chief and Council as needed and required.

Qualifications, Skills and Abilities:

Education and Experience

• Diploma or certificate in Office Administration, Business Administration, Governance Support, or equivalent combination of education and related experience.
• Minimum of three (3) years’ administrative experience, preferably in an Indigenous government, municipal government, or complex multi-departmental organization.
• Demonstrated experience in preparing agendas, compiling governance packages, and supporting formal decision-making processes.
• Experience working in highly confidential environments and managing sensitive records.
• Knowledge of meeting protocols, agenda and minute preparation, and governance documentation processes.
• Advanced organizational and time-management skills, with the proven ability to coordinate multiple priorities under tight deadlines.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat, as well as comfort with video conferencing platforms such as Zoom and Microsoft Teams.
• Exceptional written communication skills, including grammar, formatting, and clarity in official records.
• Ability to work collaboratively across departments and levels of authority, maintaining professionalism in high-pressure situations.
• Discretion and integrity in handling confidential and sensitive information.
• Problem-solving skills with the ability to anticipate potential challenges and proactively implement solutions.

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