Executive Assistant

Position Title: Executive Assistant to the Chief Administrative Officer (CAO)
Department/Program: Administration
Supervisor(s): Chief Administrative Officer (CAO)
Employment Status: Full-time, Permanent
Wage: $24-$28 per hour

1. Job Function/Purpose:

The Administrative Assistant to the Chief Administrative Officer (CAO) is an essential member of the administrative team at Gwa’sala-‘Nakwaxda’xw Nations, responsible for providing high-level administrative and organizational support to the CAO. This role will assist with managing daily operations, coordinating meetings, maintaining records, preparing documents, and facilitating communications within the organization and the broader community. The Administrative Assistant will be accountable to the CAO and will work collaboratively with staff, leadership, and external stakeholders to support the smooth functioning of the CAO’s office.

2. Duties:

It is important to note that these duties are not exhaustive, and the specific tasks will be prioritized based on the needs of the CAO and the organization.

• Administrative Support:
  • Manage the CAO’s calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prepare agendas, meeting materials, and take minutes during meetings as required.
  • Screen and respond to communications, including phone calls, emails, and in-person inquiries, ensuring timely follow-up and appropriate handling.
  • Assist in the preparation and drafting of reports, correspondence, and presentations for internal and external stakeholders.
  • Handle confidential and sensitive information with professionalism and discretion.
• Record Keeping and Filing:
  • Maintain accurate and up-to-date files, both digital and paper, ensuring compliance with organizational confidentiality policies and procedures.
  • Assist with document management, organizing office supplies, and maintaining records as directed by the CAO.
  • Track and organize financial documents, including invoices and budget reports.
• Coordination and Communication:
  • Act as a liaison between the CAO’s office and other departments, community members, and external agencies.
  • Coordinate logistics for meetings, events, and projects, including booking venues, arranging travel, and ensuring materials are prepared and distributed in advance.
  • Communicate clearly and professionally with both internal and external contacts, ensuring efficient flow of information.
• Project Support:
  • Provide administrative support for special projects and initiatives as required by the CAO.
  • Assist in the implementation and monitoring of community programs, ensuring that timelines and deliverables are met.
  • Prepare and track progress reports on various projects, ensuring that all stakeholders are updated regularly.
• Other Duties:
  • Participate in staff meetings, team-building activities, and other organizational events as required.
  • Assist in the onboarding of new staff members, providing necessary administrative support.
  • Provide other general office support as needed.

3. Job Qualifications/Employment Requirements:

Education:

• High School diploma required.
• Post-secondary education in business administration, office management, or related field preferred.

Skills:

• Strong organizational and time management skills with the ability to prioritize tasks and manage multiple deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in all tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Knowledge of Gwa’sala-‘Nakwaxda’xw Nations culture, history, and community values is an asset.

Experience:

• At least 2-3 years of experience in an administrative support role, preferably within a government, non-profit, or First Nations organization.
• Experience working with senior leadership or executive teams is an asset.
• Previous experience with project management or office coordination is preferred.

Personal Characteristics:

• A positive, professional, and customer-oriented attitude.
• Ability to engage with community members and staff in a respectful and culturally sensitive manner.
• Strong problem-solving skills and the ability to remain calm under pressure.

4. Working Conditions:

• 35 hours per week, Monday through Friday; some evening or weekend work may be required based on the needs of the CAO and organizational priorities.
• Some travel within the community and surrounding areas may be required.
• The position adheres to the personnel policies and procedures, code of ethics, and current job description of the Gwa’sala-‘Nakwaxda’xw Nations.

5. Equipment Used:

• Computer/Printer
• Telephone
• Office supplies and equipment

Position will remain posted until filled.
All qualified candidates are encouraged to apply. Only shortlisted candidates will be contacted for an interview.

Please send your cover letter, resume, and three references with their contact information to hr@gwanaknations.ca