Executive Assistant

Cowichan Tribes; Duncan; On-site; CAD 44,000 - 47,000; Full time

Job summary

Cowichan Tribes seeks an Executive Assistant to support the Health Director and Associate Health Director in Duncan, BC. The role requires strong document prep, calendar management, and confidential communications handling in a unionized, in-office setting.

Ideal candidates will have a Certificate in Business Administration (or related) and at least 3 years of executive assistant experience, plus minute-taking proficiency and a satisfactory criminal record check.

Qualifications

• Certificate in Business Administration is required.
• 3 years of executive assistant experience, including minute taking.
• Experience in a First Nations community preferred.
• Criminal Record Check is required and BC Driver’s license needed.

Responsibilities

• Prepare documents for Health Director and Associate Health Director for review and approval.
• Oversee all communications to keep Directors organized (emails, reports, internal memos).
• Maintain Directors’ calendars and coordinate appointments.
• Maintain electronic and paper filing systems.
• Distribute internal paperwork such as finance and HR documents.
• Coordinate travel and accommodations for off-site meetings.

Skills

Organizational skills

Time management

Written & verbal communication

Multitasking

Interpersonal skills

Education

Certificate in Business Administration

Diploma in Business Administration (asset)

3 years executive assistant experience

Minute taking experience

First Nations community experience

Criminal Record Check

BC Class 5 Driver’s License

Tools

Microsoft Office

Job description

Cowichan Tribes

Executive Assistant

Reference No. TWT-EA-1026

PURPOSE: Reporting to the Ts’ewulhtun Health Center Health Director, the Executive Assistant provides a full range of administrative support to the Health Director and Associate Health Director. This is a unionized full-time permanent position that is required to work in the office and with minimal travel required.

COMPENSATION AND BENEFITS: Cowichan Tribes offers excellent health and dental benefits and pension plan, with benefits eligibility beginning after one month of employment and pension plan eligibility after three months. The position includes paid training, paid vacation and paid sick leave. Depending on experience, the position starts at $31.87-$33.78 per hour ($57,995.00 - $61,480.00 annually).

RESPONSIBILITIES:

• Prepare documents, such as letters, correspondence, memos, contracts, reports, and proposals for the Health Director and Associate Health Director’s review and approval
• Oversee all incoming and outgoing communications to keep Directors organized including emails, phone messages, reports, and internal correspondence
• Keep Directors’ calendars updated, including adding events, scheduling, coordinating and rescheduling appointments as needed
• Maintain electronic and paper documents and filing system
• Oversee flow of information and ensure time sensitive matters are brought to the attention of Health Director and Associate Health Director
• Track, and distribute a variety of internal paperwork, such as finance and human resources documents
• Support the Health Director and Associate Director in a variety of reception and clerical duties such as copying, filing, and binding
• Relay messages and direction to Program Managers from the Health Director and Associate Health Director
• Prepare and distribute committee agendas and meeting minutes
• Record and transcribe meeting minutes for a variety of committees and working groups
• Coordinate meeting details, such as preparing the agenda, confirming member attendance, securing a meeting location, and other relevant details as required
• Coordinate travel and accommodations for off-site meetings and training
• Update and maintain department website as required
• Distribute petty cash as requested
• Order office supplies, furniture and equipment for the department
• Coordinate community and department event details, such as agenda, participants, location, and other relevant details
• Run errands for Health Director and Associate Health Director in preparation for meetings - such as purchasing groceries, and picking up supplies
• Other related duties

EDUCATION AND EXPERIENCE: (please attach all required documents)

• Certificate in Business Administration or related is required
• Diploma in Business Administration or related is considered an asset
• 3 years’ executive assistant experience
• Minute taking experience and training is required
• Experience working in a First Nations community
• Satisfactory Criminal Record Check
• BC Class 5 Driver’s License and Driver’s abstract

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of proper document preparation
• Knowledge of Cowichan language, culture, and teachings or willingness to learn
• Extensive knowledge of Microsoft Office programs
• Ability to research and compile detailed information
• Well-developed written, oral, and interpersonal skills
• Organizational skills
• Time management with the ability to multitask different tasks simultaneously