Position Summary

Seabird Island is committed to fostering organizational excellence and supporting our leadership in achievingstrategic goals. We are dedicated to creating a culturally safe and inclusive environment that respects andvalues Indigenous knowledge, traditions, and ways of being. We are seeking an Executive Assistant to join ourteam, working collaboratively to provide high-level administrative support and coordination for the Director ofCommunity Infrastructure.

Reporting to the Director of Community Infrastructure, the Executive Assistant Infrastructure, providesculturally informed administrative support to leadership and stakeholders. This role involves multitasking ofmanaging the Directors schedule, coordinating meetings, preparing agendas, and maintaining confidentialrecords and documents.

The Executive Assistant will also assist with financial tracking, deadline monitoring, and ensuring the smoothoperation of daily administrative tasks while supporting the Director in delivering efficient and effectiveservices for the community.

Work that matters

Sq'wqel (Seabird Island Band) is located 1 kilometer from Agassiz, BC on the beautiful Fraser River, 120 km east of Vancouver. We are dedicated to fostering a vibrant and resilient community. Our work spans a diverse range of services including housing, education, health, wellness, early childhood development, community infrastructure, and cultural vitalization. By joining our team, you will be part of an organization that values First Nations knowledge, promotes self-advocacy, and strives to create a holistic and culturally safe environment for all community members.

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Benefits and perks

Benefits vary by job type, apply after a successful probationary period and are confirmed in the interview and hiring process.

• Extended health and dental benefits,
• Accrued vacation and sick time,
  
• Pension plan with matching employer contributions
• Access to internal training programs, professional development, and skill enhancement
• Collaboration with an interdisciplinary team
• Equitable hourly rates
• Casual dress code

What you'll do

• Plan and manage the Directors schedule, including organizing meetings, coordinating teams, and resolving scheduling conflicts across professional calendars.
  
• Assisting with all financial documentation for the Director including budgets, honorariums, purchaseorders, cheque requisitions, travel arrangements, and expense claims.
  
• Coordinate all meetings for which the Director is responsible, including booking rooms, arrangingmeals, preparing agendas, taking minutes, and assembling meeting document packages.
  
• Monitor and manage communications, including electronic and paper mail, documents, andinformation directed to the Director, while coordinating necessary follow-ups.
  
• Draft, prepare, and finalize confidential documents such as memoranda, meeting minutes, letters,briefing reports, funding proposals, and scheduled/unscheduled reports.
  
• Maintain and manage electronic and paper filing systems, ensuring confidential files, officialdocuments, and registries are stored securely and systematically.
  
• Track deadlines and monitor tasks or project completions, ensuring timely follow-up on relatedadministrative matters.
  
• Support financial administration for assigned programs, including expense reports, and assisting withbudget preparation and tracking.
  
• Respond to general inquiries and redirect telephone calls to appropriate staff or departments.
  
• Maintain awareness of coworker tasks and files, serving as a point of contact for day-to-dayoperations, including managing service requests, appointments, and inquiries.
• Monitor infrastructure projects, including preparing project timelines, tracking progress, and ensuringtimely communication with relevant stakeholders.
  
• Assist with compliance and regulatory requirements for infrastructure projects, such as permits,inspections, and reporting standards.
  
• Research and provide insights on best practices, funding opportunities, and innovations related toinfrastructure development and maintenance.
• Manage data collection and analysis for infrastructure-related projects, creating dashboards or reportsfor leadership review.
  
• Assist in the development of strategic infrastructure plans, including identifying priorities, timelines,and budgetary needs.

Other Duties

• Additional responsibilities as needed to support the community and uphold our shared values

What you bring

Qualifications

• Bachelors Degree or Diploma in Business Administration, or a related field.
  
• At least 5 years of relevant experience working in an executive assistant or senior administrativeposition.
  
• Experience working with Indigenous communities and understanding of Indigenous cultures,traditions, and contemporary issues.
• Excellent communication and relationship-building skills
  
• Ability to take and write minutes of meetings, track and maintain action items, and to write reports.
  
• Expertise in shorthand or speedwriting.
  
• Ability to practice efficient time-management.

Preferred:

• Indigenous candidates are strongly encouraged to apply.
  
• Lived experience as a member of a First Nations community.
  
• Knowledge and understanding of Seabird Islands culture, traditions, teachings, community dynamics.
  
• Ability to respond quickly and professionally to community or colleague needs and inquiries.
  
• Excellent writing, editing, and verbal communication skills.
• Advanced level spreadsheet, graphics, records tracking and office calendar/scheduling.
  
• Ability to balance competing priorities, meet deadlines and to work under pressure with minimalsupervision.
  
• Ability to perform and support Project Management tasks as required by the Director.

Cultural Competency:

• Deep understanding of First Nations cultures, traditions, and contemporary issues.
  
• Experience working within Indigenous communities and applying culturally safe practices.
  
• Understanding of intergenerational trauma and its impacts on Indigenous peoples and communities.

Working / Special Conditions

• Initial and ongoing employment is subject to submission of a clear Criminal Record Check to ensurethe safety and trust of the communities we serve. This check will be conducted every five years.
  
• Initial and ongoing commitment to the values and guidelines of Sq'wqel (Seabird Island Band),including our policies, procedures, standards of practice, and laws, is essential. This commitmentsupports our collective work, the community, and the responsibilities of this role.
  
• Must possess a valid class 5 driver's license and have access to safe and reliable transportation,insured for community-based use, to effectively attend events, training, workshops, etc. at otherlocations.
  
• Flexibility in working hours may be required, including evenings and weekends, to accommodate theneeds and schedules of events, meetings, and engagements. Employees will be given as much noticeas possible to any changes in schedule.

Reports to: Director of Community Infrastructure

How to Apply

Have a question about this position before you apply? [email protected].

Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience, particularly in relation to administrative skills. Please include references that can speak to your experience and skills.

Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

Pre-Employment Screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Mtis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

We thank you for your interest. Only those selected for an interview will be contacted.