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 robust 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 sy

📌 Council Secretary (Canada)
🏢 Okanagan Indian Band Group
📍 Canada