Executive Assistant

**Position Summary**

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

Reporting to the Director of Community Infrastructure, the Executive Assistant - Infrastructure, provides culturally informed administrative support to leadership and stakeholders. This role involves multitasking of managing the Director’s schedule, coordinating meetings, preparing agendas, and maintaining confidential records and documents.

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

**Work that matters**

Sq'éwqel (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**
- 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 Director’s schedule, including organizing meetings, coordinating teams, and resolving scheduling conflicts across professional calendars.
- Assisting with all financial documentation for the Director including budgets, honorariums, purchase orders, cheque requisitions, travel arrangements, and expense claims.
- Coordinate all meetings for which the Director is responsible, including booking rooms, arranging meals, preparing agendas, taking minutes, and assembling meeting document packages.
- Monitor and manage communications, including electronic and paper mail, documents, and information 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, official documents, and registries are stored securely and systematically.
- Track deadlines and monitor tasks or project completions, ensuring timely follow-up on related administrative matters.
- Support financial administration for assigned programs, including expense reports, and assisting with budget 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-day operations, including managing service requests, appointments, and inquiries.
- Monitor infrastructure projects, including preparing project timelines, tracking progress, and ensuring timely 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 to infrastructure development and maintenance.
- Manage data collection and analysis for infrastructure-related projects, creating dashboards or reports for 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**
- Bachelor’s Degree or Diploma in Business Administration, or a related field.
- At least 5 years of relevant experience working in an executive assistant or senior administrative position.
- 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 s