Infrastructure Executive Assistant

Position Summary

Seabird Island is committed to fostering organizational excellence and supporting our leadership in achieving strategic goals. 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 join our team, working collaboratively to provide high-level administrative support and coordination for the Director of Community Infrastructure.

Reporting to the Director of Community Infrastructure, the Executive Assistant – Infrastructure, provides culturally informed administrative support to leadership and stakeholders. This role involves multitasking of managing the Director’s schedule, coordinating meetings, preparing agendas, and maintaining confidential records and documents.

The Executive Assistant will also assist with financial tracking, deadline monitoring, and ensuring the smooth operation of daily administrative tasks while supporting the Director in delivering efficient and effective services for the community

What You'll Do

• Manage the Director’s calendar and meetings, including scheduling, agenda preparation, room booking, catering, minute-taking, and follow-up coordination across teams and stakeholders.
  


• Monitor and manage all incoming communications (email, mail, documents) directed to the Director, ensuring timely review, appropriate routing, and coordinated follow-up. .
  


• Draft, prepare, and finalize a wide range of written materials, including confidential correspondence, meeting minutes, briefing reports, grant proposals, business cases, and project updates, ensuring accuracy, cultural relevance, and alignment with organizational goals.


• Maintain and improve document and information management systems, including electronic/paper filing, shared drives, naming conventions, and templates, to ensure secure, consistent, and accessible storage of project and organizational records. 
  


• Track and monitor infrastructure project timelines, milestones, tasks, and risks using digital tools; ensure timely follow-up, stakeholder communication, and escalation of critical issues to leadership.


• Support financial administration for assigned programs, including expense reports, and assisting with budget preparation and tracking.
  


• Serve as a central coordination point across departments, supporting day-to-day operations, facilitating communication, managing service requests, and ensuring follow-through on interdepartmental initiatives.
  


• Respond to general inquiries and redirect telephone calls to appropriate staff or departments.
  


• Assist with compliance and regulatory requirements for infrastructure projects, such as permits, inspections, and reporting standards.
  


• Research and provide insights on best practices, funding opportunities, and innovations related to infrastructure development and maintenance.
  


• Manage data collection and analysis for infrastructure-related projects, creating dashboards or reports for leadership review.
  


• Assist in the development of strategic infrastructure plans, including identifying priorities, timelines, and budgetary needs

Other Duties

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

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 support projects, work, and initiatives.

What You Bring

• Bachelor’s Degree or Diploma in Business Administration, or a related field. 
  


• At least 5 years of relevant experience working in an executive assistant or senior administrative position. 
  


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


• Excellent written and verbal communication skills, with demonstrated ability to build relationships, take accurate meeting minutes, track action items, and prepare high-quality reports and presentations for executive and community audiences.
  


• Experience supporting project management activities and using coordination tools (e.g., MS Project, Teams, Asana, etc.), or a willingness to learn.
  


• Experience working in capital projects or infrastructure-related roles considered an asset.


• Familiarity with land-use planning, cultural planning, or core area development processes is an asset.
  


• Ability to practice efficient time-management.

Preferred:

• Indigenous candidates are strongly encouraged to apply.
  


• Lived and or working experience within a First Nations community.
  


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


• Ability to respond quickly and professionally to community or colleague needs and inquiries.
  


• Advanced level spreadsheet, graphics, records tracking and office calendar/scheduling. 
  


• Ability to balance competing priorities, meet deadlines and to work under pressure with minimal supervision.
  


• Demonstrated ability to create clear and visually engaging presentations and briefing decks using tools such as PowerPoint or Canva.

Cultural Competency:

• Strong knowledge of Indigenous cultures, traditions, and contemporary issues, with demonstrated experience applying culturally safe practices. Awareness of intergenerational trauma and its impacts on Indigenous peoples and communities

How to Apply 

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


• Interested candidates are invited to submit their resume and a cover letter sharing how your experience aligns with this role.

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.

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.

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