Council Secretary - Administrative Assistant
Okanagan Indian Band
KʷU ʷLIW̓T L̓ NQMAPLQS | WE LIVE AT HEAD OF THE LAKE

Located within the unceded territory of the syilx people, the Okanagan Indian Band is comprised of six reserves located in the North Okanagan.

Come join the OKIB Team and enjoy all that the beautiful Okanagan Valley has to offer, including a great climate, stunning scenery, world-class ski resorts, golf courses, wineries and beaches.

The OKIB offers a welcoming team environment and a rewarding job experience. You can expect a supportive work environment and a total compensation package which includes:

3 Weeks’ Vacation Pay

Extended Health and Dental Benefits

Employer Matched Pension Plan

15 Statutory Holidays

Paid Winter Holiday Break

Cultural Leave

Retention Bonuses after years of service

15 Paid Sick Days

Paid Personal Leave

Employee Assistance Program

Professional Development Opportunities

Hours of work: 37.5 hours per week

Start Date: ASAP

Deadline for applications: October 30, 2026

JOB SUMMARY
The Administrative Assistant is responsible for providing administrative, clerical, and office support to the Council Secretaries in their delivery of services to Chief and Council.

This position may require flexibility to work outside of regular working hours to accommodate emergency Council meetings on occasion.

REPORTING STRUCTURE
Reports to the Director of Administration and will be supervised by the Council Secretaries.

JOB DUTIES AND RESPONSIBILITIES

Provide general office support services to the Council Secretaries to ensure efficiency and effectiveness of Chief and Council administration

Receive and direct telephone, email and fax messages

Maintain the general filing system, including filing all correspondence both physical and electronic.

Prioritize and help finalize Chief and Council calendars (internal and external appointments, events, and meetings)



and help categorize

Research relevant information to assist in making informed decisions

Assist with data management and maintenance of accurate records

Provide information and communication for the OKIB website to the Communications and Grants Coordinator and other departments

Assist in the administrative planning and preparation of meetings, including compiling meeting agendas and kits, facility rental bookings, and conference telephone call arrangements and video conferences

Assist in preparing facilities for community meetings, including coordinating the set-up of tables and chairs

Provide administrative support for Chief and Council objectives, as required

Respond to public inquiries

Electronic scanning of historical meeting minutes and decisions

Attend staff meetings when required

Participate in community events as requested

All persons employed by the Okanagan Indian Band may be required to assist the Band in providing emergency services. Duties assigned during an emergency may differ from regular duties

Perform all duties and responsibilities in accordance with OKIB policies and procedures

ADMINISTRATIVE DUTIES

Prioritizing and finalizing Chief and Council calendars (internal and external appointments, events, meetings)

Ensure all relevant and supporting documentation is attached to briefing notes

Provides information and communication for the OKIB website to the Communications and Grants Coordinator

Attends staff meetings when required





Performs all duties and responsibilities in accordance with the OKIB policies and procedures

WHO ARE WE LOOKING FOR
You are community-minded, detail-oriented, have a willingness to contribute to a team and an excellent communicator with strong organizational skills.

Education

Grade 12 or equivalent

Office Administration Certificate, Business Administration Diploma or relevant education

An equivalent combination of education and experience may be considered

Experience

1-2 years of experience in an office administration or clerical support role

Experience managing confidential information

Experience with data management and general records and filing systems is an asset

Experience drafting or assembling meeting agendas and kits an asset

Experience working with First Nations communities an asset

Valid BC Driver’s licence, Class 5 and reliable vehicle

Advanced knowledge with Microsoft Office programs; Excel, Word and Outlook including video conferencing

Competencies (KSAs & Desired Attributes)

Strong communication skills both orally and written

Ability to work with frequent interruptions and with changing priorities

Ability to work collaboratively in a team setting

Understanding of Indian Act Legislation

Ability to exercise sound judgement and diplomacy

Self-motivated and engaged

Exceptional interpersonal skills

Ability to engage with varied personalities and adapt approach accordingly (approachable, adaptable, confident, engaging, credible)

Possess cultural and political awareness and sensitivity

CLASSIFICATION/PAY SCALE
$23.00 – 29.00 per hour dependant on education and experience.

The successful applicant will be required to provide a Criminal Record Check that includes the vulnerable sector and three references

Preference will be given to qualified Aboriginal Applicants as per section 41 of the Human Rights Code.

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📌 Council Secretary - Administrative Assistant (British Columbia)
🏢 Okanagan Indian Band Group
📍 British Columbia