Executive Assistant to Chief Administrative Officer

**Position Summary**

Seabird Island is committed to fostering strong leadership, collaborative partnerships, and meaningful community impact. 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 the Chief Administrative Officer (CAO) to join our team, working collaboratively to enhance the strategic and administrative functions of the Office of the CAO.

Under the direction of the Chief Administrative Officer (CAO), the Executive Assistant provides culturally informed administrative and strategic support to the CAO, ensuring seamless operations within the Office. This role involves coordinating executive-level communication, scheduling, stakeholder engagement, and organizational priorities. The Executive Assistant will also engage in community relations activities, supporting the leadership team and fostering strong relationships with internal and external stakeholders

**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**

**Administrative and Executive Support**
- Manage scheduling, calendars, and meetings for the CAO, ensuring time is used effectively to support organizational goals and strategic initiatives.
- Provide high-level administrative support for strategic initiatives, ensuring follow-up, documentation, and alignment with priorities.
- Prepare comprehensive agendas, accurately record minutes, and track follow-ups for internal and external meetings, committees, and leadership gatherings.
- Draft, review, and finalize correspondence, notices, briefing notes, and reports, ensuring professionalism and adherence to organizational standards.
- Assist in preparing executive-level presentations, reports, and key messages to support effective communication with leadership, staff, and external partners.
- Coordinate complex travel arrangements, conference participation, events, and logistics while ensuring cost-effectiveness and efficiency.
- Maintain confidentiality and discretion when handling sensitive information and communications.

**Coordination Across Leadership and Governance**
- Serve as a key point of contact between the CAO’s office and Directors, Executive Assistants, and management teams, facilitating seamless collaboration.
- Track and monitor action items and decisions from leadership meetings, ensuring accountability and timely progress.
- Support the coordination and execution of strategic planning activities, including milestone tracking, progress updates, and reporting.
- Proactively manage and track outstanding items within the Office of the CAO, ensuring timely completion and clear communication.
- Assist with the preparation, coordination, and processing of Band Council Resolutions (BCRs), ensuring accuracy, compliance, and timely submission

**Stakeholder and Community Engagement**
- Act as a liaison between the CAO’s office and key stakeholders, including portfolio holders, committees, community leaders, and external partners.
- Support relationship-building efforts with community members, partner organizations, and government agencies, ensuring positive and respectful engagement.
- Coordinate and support community consultations, public engagements, and special events as required.
- Ensure all communications reflect cultural awareness, respect, and alignment with Seabird Island Band’s values and protocols.

**Financial and Administrative Oversight**
- Process and track expenses, invoices, and budgetary allocations related to the CAO’s office, ensuring compliance with financial policies.
- Accurately code and submit financial documents for approval, maintaining organized and transparent financial records.
- Manage records, approvals, and document flow within the CAO’s office, ensuring accessibility, organization, and adherence to governance standards.
- Assist in tracking and managing contracts, agreements, and financial commitments related to the CAO’s office.

**Other Duties**
- Additional responsibi