About Musqueam
We are traditional hən̓q̓əmin̓əm̓ speaking people. Today, we are a strong, growing community of over 1,300 members. We live on a small portion of our traditional territory, known as the Musqueam Indian Reserve, located south of Marine Drive near the mouth of the Fraser River. The name Musqueam relates back to the River Plant, the name of the plant is məθkʷəy̓. There is a story that has been passed on from generation to generation that explains how we became known as the xʷməθkʷəy̓əm (Musqueam) - People of the River Plant. We have always moved throughout our territory using the resources it provides for fishing, hunting, trapping and gathering. We remain distinct and our cultural practices are strong, despite the devastating impacts of residential schools, colonial laws banning our ceremonies, and other attempts to assimilate our people. Our lands and waters continue to support our cultural and economic practices while serving as a source of knowledge and memory, encoded with our teachings and laws. To learn more about Musqueam, please visit www.musqueam.bc.ca
Position Summary:
Our Senior Director of Title, Rights and Government is seeking a highly organized and proactive Executive Assistant to provide exceptional support to senior leadership and manage complex administrative functions. This role requires expertise in calendar management, meeting coordination, and handling confidential correspondence. The ideal candidate excels at streamlining processes, prioritizing tasks, and building strong cross-team relationships to ensure smooth operations. Known for outstanding attention to detail and the ability to anticipate needs in a dynamic environment, you will play a key role in driving efficiency and supporting strategic priorities.
Roles & Responsibilities
Meeting Support
Coordinate and schedule meetings to ensure availability for all participants.
Prepare clear agendas and share supporting materials in advance for readiness.
Manage logistics such as room bookings, technology setup (video conferencing, AV), and catering when required.
Track RSVPs, confirm attendance, and resolve scheduling conflicts promptly.
Record accurate and comprehensive meeting minutes, highlighting key decisions and action items.
Follow up on assigned tasks and deadlines to maintain accountability and progress.
Handle sensitive discussions and documents with strict confidentiality.
Prepare presentations, reports, and briefing documents as needed.
Act as the primary contact for internal and external stakeholders regarding meeting details and updates.
Leverage productivity tools (e.g., Microsoft Teams, Zoom, Outlook) to streamline coordination and communication.
Document Support
Develop briefing materials and summaries to support meetings and decision-making.
Draft, edit, and proofread correspondence, reports, and presentations for clarity and professionalism.
Maintain organized digital and physical filing systems for efficient document retrieval.
Manage version control and track updates for critical documents and contracts.
Coordinate document approvals and signatures in a timely manner.
Create templates and standardized forms to improve document preparation processes.
Utilize tools such as Microsoft Office Suite, SharePoint, and Adobe Acrobat for effective document management.
Collaboration Across T&R Departments
Draft emails, memos, and announcements to support interdepartmental initiatives
Maintain shared folders, documents, and tools for easy access across teams
Provide administrative support such as data entry, scheduling, and other tasks for collaborative projects
Financial Support
Assist with tracking and monitoring departmental budgets and flagging variances
Coordinate approvals for invoices, contracts, and funding requests.
Liaise with finance teams to ensure accurate coding and allocation of expenses.
Knowledge, Skills and Abilities
A minimum of two years of post secondary education in any capacity.
5-7 years of previous work experience.
Proven experience as an Executive Assistant, Personal Assistant, or in a similar role.
Exceptional organizational and time-management skills.
Cultural competency and knowledge of Musqueam culture and interests or an ability to develop this.
Ability to work independently and proactively anticipate needs.
Strategic thinker with excellent analytical and problem-solving skills.
Understanding project management methods
Exceptional communicator with excellent writing skills.
Ability to maintain confidentiality.
Ability to be discrete, use tact, and good judgment.
Ability to handle multiple priorities, be self-directed and complete tasks/project in accordance with stated deadlines.
Willingness to learn
Openminded
Criminal record check.
Working Conditions
The work is performed in an office environment.
Some evening work may be required.
Why work for Musqueam?
Our success as a leader as a First Nations Government is built on the traditional teachings of our people, initiative and dedication of the Musqueam Indian Band. Providing a highly engaged traditional government that is member focused.
Competitive salary
Training and career development
Business casual environment
Community fitness and gym access
Comprehensive group benefits plan and pension plan
Centrally located with free parking; free onsite gym and class access; close to nature trails at UBC and along the Fraser River, shops, restaurants and services.
