ORGANIZATION SUMMARY kʷikʷəƛ̓əm First Nation are a distinct First Nation whose traditional territory centers on the Coquitlam River Watershed and the surrounding areas. kʷikʷəƛ̓əm draw our name “Red Fish Up the River” from a run of sockeye salmon that once flourished in the Coquitlam River and Coquitlam Lake prior to the construction of the Coquitlam Dam. Our name reflects the strong connection our people have always had to the lands, the river and lake at the heart of our traditional territory. The traditional language of the kʷikʷəƛ̓əm people is hən̓q̓əmin̓əm̓.

Our people descended from Elders who were renowned spirit and winter dancers, skilled canoe builders and master sturgeon and salmon fishers. kʷikʷəƛ̓əm is committed to building a strong, self-governing Nation which honors our rich culture, language and history that is based on ancient Coast Salish laws and protocols. Today, as in the past, we are guided by the teachings of our ancestors to be stewards and guardians of our lands and waters for past, present, and future generations.

Job Purpose

Under the direction of the Lands and Resources Director, the Executive Assistant provides high-level executive, administrative, and coordination support to the Director of Lands and Resources. The Executive Assistant supports Lands and Resources operations, including land management processes, governance documentation, community engagement, regulatory compliance, calendar/email organization, meeting minutes, and intergovernmental coordination related to lands.

The role serves as a key administrative point of contact for internal and external stakeholders and plays an important role in supporting Lands and Resources priorities, strategic initiatives, project coordination, records management, and departmental operations.

Position Overview

This position provides senior-level administrative and coordination support to the Lands and Resources Director in the Lands and Resources Department. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a dynamic workplace involving Lands and Resources, policy, and community engagement.

The Executive Assistant supports Lands and Resources planning, documentation, committee coordination, reporting, engagement activities, and operational workflows while ensuring confidentiality, accuracy,



and professionalism at all times.

Confidentiality Requirement The Executive Assistant is entrusted with confidential, sensitive, land-related, legal, and community information and must maintain the highest standards of discretion, professionalism, integrity, and ethical conduct at all times.

Job Responsibilities

- Coordinate and manage the calendar, meetings, and scheduling requirements of the Lands and Resources Director.
- Screen and prioritize incoming correspondence, emails, and requests.
- Coordinate meetings related to Lands and Resources, including internal teams, Chief and Council presentations, committees, and external partners.
- Prepare agendas, meeting packages, briefing notes, presentations, and supporting documentation.
- Attend meetings as required and prepare accurate minutes, records of decisions, and action items.
- Track and follow up on action items and deliverables arising from Lands and Resources meetings and directives.
- Support preparation of Lands and Resources reports, briefing materials, policies, procedures, and regulatory documents.
- Maintain confidential Lands and Resources records, files, agreements, maps, and documentation systems.
- Assist with land-related agreements, permits, referrals, and consultation tracking processes.
- Support community engagement activities related to land use planning, land stewardship, and consultation processes.
- Coordinate communication and liaison with government agencies, consultants, legal counsel, and external partners on land matters.
- Conduct research and compile information to support Lands and Resources initiatives, planning, and decision-making.
- Maintain filing systems, templates, databases, and document control processes.
- Coordinate procurement, supplies, and administrative support for the Lands and Resources Department.
- Support project coordination, timelines, reporting, and deliverables related to Lands and Resources initiatives.
- Assist in the development, tracking,



and implementation of Lands and Resources policies and procedures.
- Support records management and document retention in accordance with organizational and legal requirements.
- Provide administrative support for committees, working groups, and land-related projects.
- Perform other related duties as assigned by the Lands and Resources Director.
- Other duties as assigned.

Education, Skills and Experience

- Certificate, diploma, or degree in Business Administration, Public Administration, Office Administration, Indigenous Governance, Environmental Studies, Land Management, or a related field; or equivalent combination of education and experience.
- Minimum five (5) years of experience in executive or senior administrative support roles.
- Experience supporting governance, land administration, Indigenous organizations, or public sector environments is an asset.
- Familiarity with Lands and Resources processes, land use planning, consultation processes, or regulatory environments is highly desirable.
- Experience working with Indigenous governments, First Nations, or land-based governance structures is strongly preferred.
- Strong organizational, coordination, and time management skills.
- Ability to manage confidential and sensitive information with discretion and sound judgment.
- Excellent written, verbal, and interpersonal communication skills.
- Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
- Experience with document management systems, Docusign, and electronic filing systems.
- Strong attention to detail and ability to manage multiple priorities in a fast-paced environment.
- Ability to work independently and collaboratively with internal and external stakeholders.

Job Competencies

- Land & Resource Awareness
- Confidentiality & Integrity
- Communication & Relationship Building
- Organization & Time Management
- Accountability & Follow-through
- Cultural Safety & Respect
- Problem Solving & Initiative
- Adaptability & Flexibility

Other requirements

- Valid driver’s licence and access to reliable transportation.
- Ability to travel periodically for meetings, consultations, or community engagement.
- Ability to work evenings and weekends as required.
- Satisfactory Criminal Record Check and references.

📌 Executive Assistant to Lands & Resources Director (Coquitlam)
🏢 Kwikwetlem First Nation
📍 Coquitlam