IJC Services Executive Assistant

Empowered by the First Nations Leadership Council and in partnership with the provincial and federal governments, the BC First Nations Justice Council (BCFNJC) is responsible to 204 First Nations in BC. Our mandate is to reduce the overrepresentation of First Nations Métis and Inuit people in the criminal justice system and the child protection system, and to support Nations as they move to sovereignty over justice.

We are a rapidly growing and dedicated team (6 Council members & 100+ employees). We currently have 10 IJCs (Merritt, Prince George, Prince Rupert, Chilliwack, Vancouver, Victoria, Kelowna, Nanaimo, and Surrey and the Virtual IJC which serves Indigenous people across the rest of BC). We are opening 6 new IJCs this year. Indigenous people in BC deserve world-class legal services and programs. To this end, we are seeking team members who share our vision, understand the gravity of the work, are excited by the opportunity and will not stop until we reach our goal. We take our mandate seriously but also strive for a balanced, caring work environment that is respectful and supportive.

Position Summary:

Reporting to the Special Advisor, IJCs and Government Relations and more broadly supporting the Indigenous Justice Centre Leadership Circle (IJCLC), the Executive Assistant (EA) will provide exceptional administrative support to the IJCLC and their teams, ensuring smooth operations and effective communication. They know which phone calls, emails or in-person meetings will get through to the leadership team and will be required to acquire in-depth knowledge about the roles of the IJCLC.

This position requires the ability to flex and continue to develop the job duties and responsibilities in a way that responds to the operational needs of the organization.

Job Duties & Responsibilities:

1. Manage and coordinate IJCLC calendars, appointments, and meetings.
2. Prepare and distribute relevant documents, reports, and presentations for internal and external parties.
3. Act as a liaison between departments, facilitating communication and collaboration on projects and initiatives.
4. Support with the organization and coordination of departmental events, conferences, and team-building activities.
5. Draft, proofread, and edit correspondence, emails, and other communications on behalf of the departments.
6. Assist in budget management, expense tracking, and invoice processing for both departments.
7. Conduct research and gather information as needed to support departmental projects and decision-making.
8. Coordinate travel arrangements with our travel agent and communicate accommodations and itineraries for department members.
9. Maintain an efficient electronic filing system, ensuring easy retrieval of documents.
10. Handle confidential information with discretion and professionalism.
11. Prepare meeting agendas, keep timely and accurate meeting minutes for Bundle meetings, Steering Committee meetings and others as required.
12. Utilize existing templates, and where necessary create new templates, that can be used to provide updates in a clear and efficient manner.
13. Retrieve, organize, and communicate up to date strategy information related to the BC First Nations Justice Strategies 3, 4, 5 & 21.
14. Provide administrative support for special projects and tasks as assigned.
15. Contribute to positive team dynamics.
16. Other tasks and duties as required and as assigned.

Qualifications & Work Experience:

1. Education in office administration or a combination of relevant education and experience is preferred.
2. 3-5 years’ experience as an executive assistant or in a similar administrative role.
3. Ability to provide high quality support that anticipates the needs of the department.
4. Knowledge of First Nations history, culture, and law.
5. Experience working with a diverse population of organizations and stakeholders.
6. Proficiency in Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook) and other relevant software.
7. Effective verbal and written communication skills, including the ability to develop and deliver presentations.
8. Strong attention to detail and problem-solving skills.
9. Ability to remain adaptable to situations and learn new skills as required.
10. Work collaboratively in a team environment.
11. Ability to prioritize tasks and manage time in an effective manner.
12. Proactive and self-motivated with a strong sense of initiative.
13. Strong leadership & supervisory experience; ability to lead, coach and direct staff, oversee project management, and maintain timekeeping systems.
14. Ability to maintain strict confidentiality and demonstrate a high level of professionalism with tact and good judgment in dealing with sensitive issues.
15. Valid Driver’s License, the use of a vehicle and ability to travel.
16. A clear criminal reference check (CPIC) and Vulnerable Sector Clearance will be a condition of employment.

Job Description: IJC Executive Assistant

Reporting: This position will report to the Special Advisor, IJCs and Government Relations

Location: Any BCFNJC location, hybrid, or remote

Pay Range: $75,000 - $85,000 annually

Benefits: Extended benefits package that includes extended health and dental, personal days, paid vacation, and RRSP/TFSA savings plans

Hours: Full-time (35 hours/week); Monday to Friday, 8:30am - 4:30pm

While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to Indigenous applicants in accordance with section 41 of the BC Human Rights Code. Candidates of Indigenous background are encouraged to self-identify on their application.