Project Coordinator Executive Assistant

Located within the traditional unceded territory of the syilx people Westbank First Nation is a progressive and prosperous self-governing First Nation. The Okanagan Valley truly has it all including a great climate stunning scenery world-class ski resorts golf courses wineries and beaches.

Westbank First Nation values diversity and we are committed to creating a healthy strong and vibrant community through programs and services that promote physical mental emotional and spiritual well-being and healing. Come join our team and become part of an innovative and rewarding place to work.

POSITION SUMMARY

The Project Coordinator/Executive Assistant provides comprehensive administrative project coordination and operational support to the Director of Capital Projects Assets & Infrastructure. This role contributes to the effective the planning coordination and delivery of capital infrastructure projects asset management initiatives and departmental operations.
The position acts as a central coordination point between internal departments external consultants contractors and leadership ensuring projects documentation and communications are organized tracked and delivered effectively.

EDUCATION/EXPERIENCE

• Diploma in Business Administration; Project Management; Engineering Technology; Public Administration; or a related field
• Certificate in local government administration (preferred)
• Minimum 3 years of experience in project coordination working in a multi-disciplinary environment
• Minimum 3 years of experience providing executive-level administrative support
• Experience in a First Nation local government setting is an asset
• Equivalent combination of education training and experience may be considered

REQUIREMENTS

• Criminal Record Check with results acceptable to WFN
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation

JOB DUTIES/RESPONSIBILTIES

Executive Support to the Director

• Provide direct administrative and operational support to the Director
• Manage calendar scheduling meeting coordination and travel arrangements
• Prepare meeting materials briefing notes and presentation packages
• Draft correspondence memos and reports on behalf of the Director
• Track action items arising from meetings and ensure follow-up

Capital Project Coordination

• Assist with coordination of capital infrastructure projects including water wastewater roads and community infrastructure
• Maintain project tracking systems for budgets schedules and milestones
• Coordinate meetings with consultants contractors and internal departments
• Support preparation of project documentation including:
  • project charters
  • progress reports
  • funding submissions
  • procurement documentation
• Track consultant deliverables and contract milestones

Council and Governance Support

• Assist with preparation of materials for Chief and Council meetings including reports briefing notes and decision summaries
• Maintain organized records of Council decisions relating to infrastructure and capital projects.
• Track implementation of Council resolutions and directives
• Ensure documentation aligns with WFN governance processes and reporting standards

Development and Infrastructure Review Coordination

• Track incoming development applications and requests related to infrastructure servicing
• Coordinate internal review processes with:
  • Public Works & Utilities
  • Planning & Development
  • Finance
  • Environmental departments
• Maintain a log of development reviews timelines and responses
• Support preparation of technical review responses and correspondence

Document and Information Management

• Maintain organized digital and physical records for: capital projects; engineering reports; consultant studies; and asset management documentation
• Manage version control of key documents such as water master plans; infrastructure studies; and engineering reports
• Support development of standardized templates and workflow

Financial and Contract Administration

• Track project budgets and consultant invoices
• Support preparation and tracking of purchase orders and contracts
• Maintain records of funding agreements and reporting requirements
• Assist with preparation of financial summaries for projects

Department Coordination and Communication

• Support coordination between departments on infrastructure-related initiatives
• Assist in organizing internal workshops team meetings and project reviews
• Help track departmental priorities and work plans
• Ensure key information is shared with relevant staff
• Performs all duties and responsibilities in accordance with the Westbank First Nation policies standards and procedures and as assigned by the Director of Capital Projects Assets & Infrastructure

KNOWLEDGE/SKILLS/ABILITIES

• Strong organizational and time management skills
• Ability to manage multiple priorities and deadlines
• Excellent written and verbal communication
• High level of accuracy and attention to detail in completing tasks reviewing information and maintaining records High level of confidentiality and professionalism
• Ability to work collaboratively with internal and external stakeholders
• Microsoft Office (Word Excel PowerPoint Outlook); Proficiency in Microsoft excel is strongly preferred
• Proficiency with project tracking tools and document management systems such as MS Project or similar
• Demonstrated ability to anticipate challenges identify opportunities for improvement and implement practical solutions
• Demonstrated ability to build and maintain respectful collaborative relationships with colleagues leadership and community members
• Ability to work independently while supporting a leadership role
• Comfortable working in a fast-paced and evolving environment
• The successful candidate will demonstrate respect for and understanding of Indigenous governance culture and community values and will work in a manner consistent with the principles and priorities of Westbank First Nation
• Demonstrates a high degree of confidentiality in interpersonal interaction
• Working knowledge of the history of colonization in Canada and its ongoing impact on modern issues affecting Indigenous Peoples
• Working knowledge in communicating with Indigenous Peoples demonstrating sensitivity and empathy and awareness of how language choices can influence and impact conversations.

The median salary for this position is $71405

Westbank First Nation offers a competitive and thoughtfully designed total rewards package that reflects our commitment to employee wellbeing and long-term addition to a competitive base salary employees are eligible to participate in the Municipal Pension Plan a defined benefit pension plan with a 9.31% employer contribution following the eligibility period along with comprehensive extended health and dental coverage.

Our unique and generous flexible time-off provisions are designed to promote worklifefamily balance and overall wellness. At WFN we also prioritize continuous growth and leadership development by investing in meaningful education and professional development opportunities that support both individual advancement and organizational excellence.

To learn more about Westbank First Nation please visit our website at .

All applications must be submitted through our Employment Opportunities page. Ensure you attach your cover letter and resume. Incomplete or late submissions will not be accepted.

This opportunity will close at midnight on Sunday April 12 2026

While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds preference will be provided to qualified WFN Members & Indigenous applicants.

Required Experience:

IC