Administration Executive Assistant

The BC Aboriginal Child Care Society (BCACCS) is a Centre of Excellence for Indigenous Early Learning and Child Care (IELCC) that is committed to ensuring every Indigenous child in BC has access to spiritually enriching, culturally based, high quality early learning and childcare services. Position Overview Reporting to the Executive Director, the Executive Assistant provides strong executive administrative support in a very high-paced environment. With a great deal of professionalism and tact, the Executive Assistant collaborates with a variety of partners, including BCACCS leadership, Board members, and team members, as well as external partners such as Indigenous and other government officials, executives, and community organizations. The Executive Assistant manages the Executive Director’s schedule as well as their daily/event logistics in order to assist in prioritizing activities. The Executive Assistant also acts as a first point of contact to manage incoming communication, redirecting as required to ensure the Executive Director receives all pertinent information to ensure smooth and effective operations. Key Responsibilities Ensures the Executive Director is well prepared for meetings, having all relevant materials/documents, agendas, briefing notes, speaking notes, and communication as required. Meets with Executive Director daily to support the effective management of the Executive Director’s time and priorities, including ensuring the Executive Director’s digital calendar is in good order. Coordinates and supports Board meetings, including arranging meeting dates and times, preparing agendas, documenting Board decisions and meeting minutes, filing meeting minutes, etc. Sorts and prioritizes email correspondence, ensuring that time-sensitive items are highlighted and brought to the Executive Director’s attention. Applies good judgment to triage incoming phone call queries in a timely manner and serves as a liaison between the Executive Director and employees, government, associations and community representatives, Indigenous leaders and groups, the general public, partners, and other stakeholders. Follows up on critical or time-sensitive messages by interpreting requests, notifying the Executive Director of matters as needed, helping to implement action, and providing reminders and follow‑up as needed. Supports the integrated collaboration between the Executive Director and other key roles, such as Director of Ops, Finance Director, and leadership team at BCACCS. Coordinates the Executive Director’s and Board members’ travel arrangements and accommodations. Attends meetings, events, and/or conferences with the Executive Director (travelling as needed) to support in note-taking and tracking action items and decisions from meetings. Prepares correspondence, presentations, and reports at the request of the Executive Director. Tracks key initiatives as needed to provide updates to the Executive Director. Prepares the Executive Director’s and Board members’ expense and travel claims for timely processing. Maintains the Executive Director’s electronic and paper filing systems to ensure an accurate and orderly record to meet legal obligations and for easy retrieval of all documents. Coordinates with IT for technical support and regular data backups. In the Executive Director’s absence, ensures that requests for action or information are relayed to the appropriate team member, using initiative and judgment on matters requiring attention and decisions. Other Duties Provides logistical support and other assistance for company events, conferences, and social functions, including event set‑up, booking venues, arranging catering, purchasing supplies, event take‑down, and troubleshooting. Conducts light research, analyzes findings, and provides summaries/recommendations on various topics as requested by the Executive Director. Manages office supplies and inventory to facilitate an effective work environment. Contributes to annual goal‑setting for the Organization. Provides leave coverage to key roles, such as the Office Manager. Education and Experience Required: Degree in Office Administration, or another related field, or the equivalent combination of education, training, and experience. Five or more years’ executive or office assistance experience supporting executive‑level leaders. Demonstrated excellence in minute‑taking, triaging communications, compiling reports/documentation, and expediting travel arrangements. Excellent computer skills and proficiency in Microsoft Office 365, Word, Excel, Outlook, PowerPoint, etc. Must have valid driver license (BC Class 5) and satisfactory driving record. Criminal records check (vulnerable sector). Preferred: Experience working in a not‑for‑profit First Nations organization. What we offer Annual Salary of $60,000–$63,000 Benefits and Perks: 2 weeks’ vacation to start. Extended health package on successful completion of 90‑day probationary period. Participation in a matched pension plan. Sick Pay and a variety of leaves. Learning and professional development opportunities. Conditions This is an in‑office position, working primarily from our Provincial Office in West Vancouver. Full job description: https://www.acc-society.bc.ca/wp-content/uploads/2025/07/BCACCS-Administration-Executive-Assistant-D2.pdf Referrals increase your chances of interviewing at BC Aboriginal Child Care Society by 2x. Seniority Level Mid‑Senior level Employment Type Full‑time Job Function Administrative Industry Non‑profit Organizations #J-18808-Ljbffr