Executive Assistant

Esquimalt Nation is Hiring!

Our mission is to build a legacy for present and future generations of Esquimalt Nation members by ensuring our work is rooted in the teachings and natural laws that flow from the Sacred Trust. We will promote and advance holistic health, self-sufficiency, and safety of Esquimalt Nation members by offering meaningful programs and services and working with our partners for mutually beneficial goals.

POSITION SUMMARY

The Executive Assistant to the Executive Director provides confidential administrative and secretarial support and manages the day-to-day administrative functions of the Executive Director to ensure accurate and timely delivery of administrative services. S/he coordinates the flow of information, communicates internally and externally to respond to inquiries and clarify details, coordinates appointments and meetings, prepares and processes documents and information, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support, tracks and records meetings and intakes referrals/requests on behalf of the Executive Director.

PRIMARY RESPONSIBILITIES

1. Calendar and Schedule Management
   • Coordinates and manages Leadership and the Executive Director's daily calendar, including scheduling meetings, appointments, and travel arrangements.
   • Anticipates and prioritizes the Leadership and the Executive Director's schedule to optimize efficiency and allocate time appropriately.
   • Coordinates and arranges logistics for meetings, conferences, and special events.
2. Communication and Correspondence
   • Serves as the primary point of contact for internal and external stakeholders, maintaining professionalism and diplomacy in all interactions.
   • Manages and screens phone calls, emails, and other forms of communication, ensuring prompt and accurate responses or redirection as required.
   • Drafts, proofreads, and edits various documents, including reports, presentations, and correspondence.
3. Information Management
   • Collects, compiles, and organizes information to support Executive Director decision-making.
   • Conducts research, prepares briefing materials, and provides summarized reports on key topics as requested.
   • Maintains confidential files, records, and databases, ensuring accurate and up-to-date information.
4. Travel Arrangements
   • Coordinates all aspects of business travel, including booking flights, accommodations, ground transportation, and visa arrangements for Leadership and Executive Director.
   • Prepares detailed itineraries and travel expense reports, reconciling receipts and invoices in a timely manner.
5. Meeting Support
   • Prepares meeting agendas, materials, and presentations, ensuring they are delivered in a timely manner.
   • Attends meetings, takes accurate minutes, and distributes them to relevant participants.
   • Follows up on action items and deadlines to ensure completion.
6. Relationship Management
   • Builds and maintains positive relationships with internal and external stakeholders.
   • Liaises with other departments and teams to facilitate seamless communication and collaboration.
   • Represents Leadership and the Executive Director professionally and effectively in interactions with members, staff, and other stakeholders.
7. Intake & Referrals
   • Responds to verbal and written communication by screening requests and inquiries, deciding on the importance/urgency of the request, providing a response and/or forwarding to the Executive Director or other senior staff for reply.
   • Liaises with external organizations on behalf of the Executive Director to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
   • Uses critical thinking and problem-solving skills to determine referral priorities.
   • Monitors and evaluates the effectiveness of the intake and referral process.
   • Identifies areas for improvement and implements strategies to enhance efficiency and satisfaction.
   • Generates reports on intake and referral activities as required by management.
8. Administrative and Financial Support
   • Provides project support, research information, tracks statistical data, compiles, and analyzes data involving new projects, and the interpretation and application of policies and procedures.
   • Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties.
   • Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
   • Takes comprehensive meeting minutes for Chief and Council meetings.
   • Tracks action items from meetings and follows up with assignee to ensure completion.
   • Identifies and remediates process gaps.
   • Provides logistical support in organizing community events and consultations.
9. Other related duties as assigned

TEAM CORE COMPETENCIES

• Interdepartmental collaboration is key to successful program delivery
• On time, ready to work each day
• Desire to serve the Nation members and the ability to put the greater good before personal feelings and resentments
• Belief that traditional processes of inclusiveness, dealing with conflict, respectful communication, and the connectedness to the spirit of the land is the respectful way to carry out all Nation business
• Share in a spiritual base upon which to build all conduct and decisions
• Share in a commitment to living life today following the teachings of the elders, we honour the Esquimalt Nation traditions and will attempt to use them in our daily work life

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of Esquimalt/Indigenous people and culture
• Exceptional interpersonal and employee relations skills with the ability to assess and influence solutions.
• Ability to work with a variety of different people with varying backgrounds and perspectives and to quickly build rapport and trust.
• Well-developed problem solving and conflict resolution skills.
• Ability to deal with conflict or difficult situations and work with parties to find appropriate solutions using mediation and conciliation.
• Ability to set and follow budgets.
• Desire to advocate on behalf of members.
• Ability to work independently and resolve administrative issues/problems.
• Demonstrated ability to use related equipment including word processing, spreadsheet, and presentation software at an advanced level.
• Demonstrated comprehension and clear understanding of financials and budget development
• Demonstrated flexibility to meet and adapt to changes in organizational priorities.
• Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
• Demonstrated ability to communicate effectively both verbally and in writing including the ability to respond politely and diplomatically to both internal and external inquiries.
• Demonstrated interpersonal skills to provide effective administrative support at the senior management level.
• Demonstrated ability to provide guidance and direction to others.
• Demonstrated ability to demonstrate tact and discretion in preparing, disclosing, and handling information of a confidential and/or sensitive nature.
• Demonstrated time management skills to assist others in meeting deadlines.
• Demonstrated ability to record and transcribe minutes of meetings.

TRAINING, EDUCATION, AND EXPERIENCE

• Bachelor’s degree in business administration, communications, or a related field (preferred).
• Four (4) years’ recent related experience, including two (2) years at a senior level.
• Two (2) years’ experience in an Executive Assistant role.
• Experience managing referrals and delegating tasks.
• Experience working within an Indigenous community (preferred).
• Pursuant to Section 41 of BC Human Rights Code, preference may be given to qualified applicants of Indigenous ancestry (First Nations, Metis, and Inuit), with the required combination of education and experience.
• Intermediate proficiency level in Microsoft Windows and Microsoft Office.

CRITICAL SUCCESS FACTORS

• Committed to our guiding principles:
• Every individual reflects the whole
• Connect our spirituality to our work
• Promote self sufficiency

Job Types: Full-time, Permanent

Pay: $35.60-$45.78 per hour

Expected hours: 32 – 40 per week

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care

Application question(s):

• Describe any work or lived experience working with Indigenous communities?
• Are you legally eligible to work in Canada?
• Do you currently reside in Victoria, BC?
• Do you have 2 years of experience as an Executive Assistant?
• On a scale from 1 to 5, how proficient are you in using Microsoft Office Suite?

Work Location: In person