Home Executive Secretary Services (Term – Contract)

Executive Secretary Services (Term – Contract)

Business Unit: Allied Tribes

Location: Lax Kw'alaams, British Columbia

Reporting to: Negotiator of the Nine Allied Tribes of Lax Kw'alaams

Lax Kw'alaams Band invites applications from qualified individuals to provide administrative, coordination, and organizational support to the Negotiator and the Nine Allied Tribes of Lax Kw'alaams. The successful contractor will support effective communication, meeting administration, follow-through on decisions, and secure management of records and correspondence.

Scope of Services and Responsibilities:

The Contractor will provide the following services:

- Coordinate in-person and virtual meetings, including scheduling, notices, agendas, distributing of materials, attendance records and accurate minutes
- Arrange meeting logistics, venues, catering, technology, and briefing or information packages
- Maintain an action-item register, monitor deadlines, follow up with responsible parties and prepare status updates for the Negotiator
- Draft, format, proofread and organize correspondence, meeting summaries, reports and administrative documents for the Negotiator
- Coordinate travel and accommodation bookings; compile expense claims and supporting receipts in accordance with applicable procedures
- Receive, route and track correspondence and requests, ensuring timely responses and appropriate escalation
- Order and track office supplies and equipment and coordinate basic administrative support for meetings and project activities
- Maintain secure electronic and physical filing systems, including version control, retrieval and appropriate handling of confidential and culturally sensitive information
- Liaise respectfully with Allied Tribes representatives, leadership, staff and external parties as authorized by the Negotiator
- Provide other related administrative services within the agreed scope of the contract

QUALIFICATIONS:

Education

- Post-secondary certificate or diploma in office administration, business administration, Indigenous governance, or a related discipline is preferred
- An equivalent combination of relevant education, training, and experience will be considered

Experience:
- Demonstrated experience in administrative coordination, executive support, office administration or a comparable role
- Experience organizing meetings,



preparing minutes, tracking action items and managing correspondence and records
- Experience working with First Nations governments, hereditary or elected leadership or Indigenous organizations is an asset
- Experience handling confidential and sensitive information with discretion
- Proficiency with Microsoft Office applications, including Word, Excel, Outlook and Teams; familiarity with virtual meeting platforms and electronic filing systems

Competency The Contractor should demonstrate:
- Professional and adaptable communication style tailored to diverse audiences
- Strong interpersonal and relationship-building skills
- Effective time management, organization, and prioritization
- Skilled in maintaining confidentiality and handling sensitive information ethically
- Ability to remain calm, composed, and effective in high-pressure or emotionally sensitive situations
- Ability to exercise sound judgment, discretion, and integrity in decision-making
- Ability to work collaboratively within a team while also operating independently
- Ability to manage multiple responsibilities with efficiency and attention to detail
- Strong sense of professionalism and integrity
- Resourceful, proactive, and solution-oriented mindset
- Positive, approachable, and supportive attitude
- Commitment to ethical practice and respectful engagement
- Dependable and resilient in dynamic or challenging environments
- Proficient in Microsoft Office

Working Setting and Service Requirements

Physical Requirements

- The services may require extended periods of sitting, computer use, office work, and attendance at meetings or Project events
- The Contractor may be required to travel or attend in-person activities as agreed upon for the delivery of services

Service Delivery Considerations:
- The Contractor should be prepared to manage multiple project deliverables and respond appropriately to urgent situations within the agreed scope of services




- The Contractor will exercise independent professional judgment in delivering the services while coordinating with the Negotiator of the Nine Allied Tribes on project requirements, participant support needs, and deliverables
- The Contractor will promptly communicate material concerns, service limitations, and matters requiring referral or additional support

Contractual Requirements:

As a condition of the contract, the successful Contractor will be required to:

- Execute a written services agreement with Lax Kw'alaams Band outlining the scope of services, contract duration, deliverables, compensation, invoicing requirements, and other applicable terms
- Comply with applicable confidentiality, privacy, information security, and participant-protection requirements when accessing information or providing services
- Acknowledge and comply with applicable Lax Kw'alaams Band policies and protocols relevant to the contracted services, including applicable provisions of the Band's Code of Conduct, Code of Confidentiality, Social Media Policy, and other relevant policies, as specified in the services agreement
- Provide an acceptable Criminal Record Check, including a Vulnerable Sector Search, where legally applicable and required for the services
- Hold a valid Class 5 driver's licence if driving is required for the contracted services
- Maintain any professional licences, registrations, certifications, or insurance required for the services, where applicable
- Submit invoices and supporting time records in accordance with the agreed contract terms

Compensation and Payment:
- The proposed contract rate is $37 per hour for approved services delivered under the agreement
- Payment will be made upon receipt and approval of invoices and supporting time records, deliverables in accordance with the payment terms established in the written services agreement. The agreement will specify any applicable limits on billable hours, pre-approval requirements, reimbursable expenses, and invoicing frequency
- The Contractor will be responsible for their own tax reporting, statutory remittances, and business expenses, except where otherwise required by law or expressly agreed in writing

Submission Deadline:

Open until filled

** Preference will be given to Lax Kw'alaams Band Members or qualified applicants of Indigenous ancestry. However, we invite all qualified individuals to apply.

📌 Executive Secretary Services (Term - Contract) | Lax Kw'alaams Band
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