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. 

Benefits and perks  

Benefits vary by job type, apply after a successful probationary period and are confirmed in the interview and hiring process. 

• 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 responsibilities as needed to support the community and uphold our shared values

What you bring 

Qualifications 

• Diploma or Degree in business administration or a related field is required.
  


• Experience providing executive-level administrative support in a leadership setting.
  


• Strong understanding of First Nations governance, protocols, and community engagement.
  


• High level of discretion, confidentiality, and professionalism.
  


• Strong written and verbal communication skills, with the ability to draft correspondence, reports, and presentations.
  


• Ability to manage multiple priorities, meet deadlines, and track action items effectively.
  


• Experience working with committees, governance bodies, or portfolio holders is an asset.
  


• Proficiency in Microsoft Office Suite and other relevant administrative tools.
  


• Experience working with Indigenous communities and understanding of Indigenous cultures, traditions, and contemporary issues.
  


• Excellent communication and relationship-building skills.

Preferred :

• First Nations candidates are strongly encouraged to apply.
  


• Lived experience as a member of a First Nations community.
  


• Knowledge and understanding of Seabird Island’s culture, traditions, teachings, community dynamics.

Personal Attributes:

• Deep respect for and understanding of First Nations traditions, governance, and community protocols.
  


• Strong relationship-building skills, fostering collaboration and trust with leadership, staff, and community members.
  


• Proactive and detail-oriented approach to problem-solving and task management.
  


• Commitment to upholding values of respect, accountability, and community

Cultural Competency:

• Deep understanding of First Nations cultures, traditions, and contemporary issues.
  


• Experience working within Indigenous communities and applying culturally safe practices.
  


• Understanding of intergenerational trauma and its impacts on Indigenous peoples and communities.

Working / Special Conditions

• Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years.
  


• Initial and ongoing commitment to the values and guidelines of Sq'éwqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role.


• Must possess a valid class 5 driver's license and have access to safe and reliable transportation, insured for community-based use, to effectively engage and support projects, work, and initiatives.
  


• Flexibility in working hours may be required, including evenings and weekends, to accommodate the needs and schedules of events, meetings, and engagements. Employees will be given as much notice as possible to any changes in schedule.

Reports to: Chief Administrative Officer 

How to Apply

Have a question about this position before you apply? Email  View email address on jobs.jobcopilot.com .

Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience, particularly in relation to administration skills. Please include references that can speak to your experience and skills.

Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

Pre-Employment Screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Métis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

We thank you for your interest. Only those selected for an interview will be contacted.