Job Posting: Executive Assistant
Job Type: Full-time Ongoing
Hours: Monday to Friday 8:30 – 4:30, flexible and possibility for hybrid
Location: Campbell River
Salary: $65,000 - $85,000
We are Xwémalhkwu, or Homalco, and we are known as “the people of the fast-running waters”. Our connection to our lands and waters forms part of our identity and informs our responsibility to our lands, waters, and people. We have lived in concert with our natural surroundings for millennia in Bute Inlet, the Discovery Islands and Campbell River
JOB SUMMARY
The Executive Assistant to the Chief Administrative Officer provides high-level, confidential, and strategic administrative support in a close working relationship with the CAO. The role is responsible for managing the CAO’s office, coordinating schedules and meetings, preparing correspondence and reports, serving as a liaison with leadership and stakeholders, and supporting strategic and community priorities through research, project coordination, and follow-up.
They also assist with research, policy advice, and special projects to support strategic priorities. The role requires exceptional organizational skills, discretion in handling sensitive information, and the ability to manage the CAO's office efficiently. By effectively fulfilling these duties, the Executive Assistant plays a crucial role in enhancing the CAO's productivity and ensuring smooth operations within the executive office.
DUTIES & RESPONSIBILITIES
Executive and administrative support
- Manage and coordinate the CAO’s calendar, appointments, meetings, and related logistics for internal and external engagements.
- Prepare agendas, attend meetings, record accurate minutes, and track follow-up items, decisions, and resolutions.
- Screen incoming calls, emails, and correspondence, and prioritize or redirect matters as appropriate.
- Coordinate travel arrangements, accommodations, registrations, and related expense administration.
- Maintain confidential filing systems and records, both digital and physical, with strong attention to privacy and accuracy.
Communication and liaison
- Act as a primary point of contact between the CAO’s office, Chief and Council, department leaders, Nation members, and external partners.
- Draft, proofread, format, and finalize correspondence, briefing notes, reports, presentations, and other documents for the CAO and leadership.
- Support positive and culturally respectful relationships with community members, Elders, staff, leadership, funders, and external agencies.
- Help ensure stakeholders are informed of priorities, progress, issues, and outcomes through regular and well-organized communication materials.
Community and project support
- Support community engagement activities, including meetings, consultations, and information-sharing sessions with community members, Elders, leadership, and partners.
- Assist with research, special projects, policy support, and preparation of background materials that advance organizational and strategic priorities.
- Coordinate community initiatives, events, or programs that promote unity, wellbeing, and cultural preservation, in collaboration with leadership and staff.
- Document action items, lessons learned, and process improvements to strengthen planning and execution across the CAO’s office.
Coordination, funding, and risk support
- Work collaboratively with the Chief Financial Officer and other staff to support funding applications, reporting requirements, and project-related documentation.
- Assist with monitoring budgets, expenditures, and administrative processes to support accountability and effective use of resources.
- Identify administrative or project risks, flag issues early, and support practical mitigation and follow-up actions.
SKILLS & QUALIFICATIONS:
A successful candidate will have various prerequisite skills, including:
- Strong leadership skills combined with respect for and understanding of Indigenous culture, values, and traditions.
- Proven experience in managing community development projects, such as social initiatives, from planning through completion.
- Exceptional verbal and written communication skills to engage with diverse audiences, including community members, government agencies, and external partners.
- Collaborative workflows with community leaders, Elders, and members to align projects with Homalco First Nation priorities and vision.
- Ability to manage multiple projects simultaneously while maintaining attention to detail and meeting deadlines.
- Proactive and resourceful in addressing project challenges and adjusting to evolving priorities.
- Experience in managing project budgets, securing funding, and ensuring fiscal accountability.
- Familiarity with project management tools (e.g., MS Project, Asana), communication platforms, and productivity software.
- Understanding of federal and provincial funding programs relevant to Indigenous communities and infrastructure development.
- Commitment to fostering positive relationships and achieving tangible benefits for the Homalco community.
QUALIFICATIONS:
Education and experience
- Diploma or degree in Business Administration, Office Administration, Communications, Project Management, or a related field; an equivalent combination of education and experience may be considered.
- At least 3 to 5 years of progressively responsible executive or senior administrative support experience; experience in an Indigenous, public sector, or community-based organization is preferred.
- Knowledge of Indigenous governance, community priorities, cultural protocols, and relevant funding environments is a strong asset.
Skills and competencies
- Excellent organizational skills, time management, and the ability to manage multiple priorities with discretion and attention to detail.
- Strong written and verbal communication skills, including drafting, proofreading, meeting coordination, and records management.
- Sound judgment, diplomacy, and the ability to handle sensitive and confidential information with professionalism.
- Strong interpersonal skills and the ability to work effectively with leadership, staff, community members, Elders, and external stakeholders.
- Proficiency in Microsoft Office Suite, communication platforms, and other office productivity or project coordination tools.
- Respect for and understanding of Indigenous culture, values, and traditions, with a commitment to culturally safe and collaborative practice.
- Experience supporting budgets, funding processes, project coordination, or reporting is an asset.
- PMP certification or similar project management training is an asset, but not required.
Working conditions
This role is based in Campbell River and normally works Monday to Friday during regular office hours, with some flexibility and the possibility of hybrid work. Additional hours may occasionally be required to support meetings, community engagement, events, or time-sensitive priorities.
BENEFITS:
- Extended benefits package, including dental, extended health care and life insurance
- Three weeks’ paid time off for vacation
- Paid time off during Christmas closure (Dec 20 – Jan 4) Aligns with School District 72
- Pension plan and contribution matching available
- Continued learning and development opportunities
TO APPLY
Email resume and cover letter to: [email protected] with subject line “Executive Assistant”
Closing date: Posted until filled.
Pay: $65,000.00-$85,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program
- Work from home
Work Location: In person
