Executive Assistant to The Executive Director

The FNFC is a unique, progressive organization that offers an exciting opportunity to join a small, dedicated team passionate about advocating for the Rights of First Nations in BC, while protecting and enhancing the health of our aquatic resources. Through the _BC First Nations Fisheries Action Plan_, First Nations in BC have mandated the FNFC to support, protect, reconcile, and advance First Nations Rights and common positions through a united front and a united voice. FNFC works to develop the necessary capacity and relationships that enable First Nations in BC to influence the integrated planning and management of fisheries and aquatic resources. Our priorities are to develop effective governance mechanisms, form collaborative relationships among First Nations organizations, and work together to build a coherent process, messaging and a united voice on fisheries and aquatic resource issues.

**Position Summary**:
The First Nations Fisheries Council is seeking an experienced, organized, and adaptable person to join our team as the Executive Assistant within the Executive Management Unit. The Executive Assistant provides high-level administrative and operational support to the Executive Director, ensuring the smooth coordination of priorities, communications, and organizational activities. This role is responsible for managing complex calendars, meetings, and travel arrangements; preparing and maintaining documents, reports, and records; and serving as a primary point of contact for internal and external stakeholders. The Executive Assistant ensures seamless communication, efficient workflow, and timely follow-up on action items and deliverables. In addition, the role supports financial and operational processes such as expense reporting and reconciliations, while assisting with board and committee administration and special projects.

**Responsibilities**:
**Calendar & Meeting Management**
- Manage the Executive Director’s calendar, including scheduling internal and external meetings.
- Organize logistics for meetings such as room bookings, virtual meeting links, and attendee coordination.
- Prepare agendas and materials; record and distribute meeting minutes as needed.
- Track and follow up on meeting action items and deliverables.

**Travel & Logistics**
- Coordinate detailed travel arrangements including flights, hotels, ground transportation, and itineraries.
- Manage changes to travel plans and resolve related issues promptly.
- Prepare travel documentation and ensure compliance with internal travel policies.

**Communication & Correspondence**
- Manage and respond to incoming and outgoing communications on behalf of the Executive Director.
- Act as a point of contact between the Executive Director and internal/external stakeholders.

**Document & Information Management**
- Prepare and format reports, presentations, and briefing materials.
- Organize and maintain files and records, both physical and digital.
- Ensure timely access to key documents and reference materials.

**Administrative & Operational Support**
- Process Visa reconciliations, expense reports, reimbursements, and invoices.
- Maintain office systems and procedures relevant to the Executive Director’s work.
- Assist with administrative aspects of board or committee meetings.
- Support special projects and initiatives led by the Executive Director.
- Manage and reconcile subscriptions for 10+ organizational software accounts.
- Maintain EMU workplan documents, updating based on sector manager input.

**Confidentiality & Discretion**
- Handle sensitive information with a high level of confidentiality and professionalism.
- Ensure secure storage and appropriate sharing of confidential materials.

**What We’re Looking For**:

- You want to make a difference for First Nations in BC
- You are willing to take the time to invest and learn the BC First Nations landscape
- You are a team player who adds to our culture
- You are adaptable to the changing environment of opportunities
- You are not afraid to roll up your sleeves to get the work done
- You have excellent communication skills
- You have a good understanding of financial accountability
- You know when to take initiative and when you need to ask for further directions

**Education, Experience, and Competencies**:

- Post-secondary education in Office Administration, Business Administration, or a related field.
- A minimum of 3 - 5 years of Executive Assistant experience
- Must have a valid BC Class 5 driver's license and satisfactory driving record
- Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, etc.), and various video conferencing platforms
- Highly organized with strong attention to detail
- Ability to prioritize needs and deadlines in a fast-paced environment
- Ability to work effectively as part of a team and independently
- Ability to take initiative and demonstrate leadership
- Excellent oral and written communication skills
- Strong critical thinking