Executive Assistant Housing

Musqueam; Vancouver; On-site; CAD 40,000 - 55,000; Full time

Job summary

A First Nations community is seeking a Housing Executive Assistant to support the administration of the Housing Department. This role involves managing contracts, preparing budgets, and providing comprehensive administrative assistance. The ideal candidate has a high school diploma, strong communication and organizational skills, and proficiency in MS Office. The position offers a supportive work environment with opportunities for training and career development.

Benefits

Training and career development

Community facilities

Drug-free environment

Qualifications

• High School diploma with courses in business or office management.
• Training or experience in office management and finance.
• Knowledge of housing maintenance methods and materials.

Responsibilities

• Provides comprehensive administrative support for the Housing Department.
• Assists in preparing and managing the Housing Department budget.
• Coordinates ordering and maintains inventory of office supplies.

Skills

Office management

Communication

Teamwork

Confidentiality

Education

High School diploma

Tools

MS Office

Data management software

Job description

Overview

Job Description. Posted Monday, August 18, 2025 at 7:00 AM.

About Musqueam

We are traditional hən̓q̓əmin̓əm̓ speaking people. Today, we are a strong, growing community of over 1,300 members. We live on a portion of our traditional territory known as the Musqueam Indian Reserve, located south of Marine Drive near the mouth of the Fraser River. The name Musqueam relates back to the River Plant, məθkʷəy̓. Our lands and waters continue to support our cultural and economic practices while serving as a source of knowledge and memory, encoded with our teachings and laws. To learn more about Musqueam, please visit www.musqueam.bc.ca

Position Summary

The Housing Executive Assistant assists in the administration of the Housing Department at the Musqueam Indian Band. Reporting to the Housing Manager, this position manages contracts for goods and services required to maintain Band-owned Housing and oversees contractors in the absence of the Housing Manager. The role ensures quality products and services are delivered to the Musqueam Indian Band.

Responsibilities

• Provides comprehensive administrative support for the Musqueam Housing Department, covering office and operational tasks.
• Assists in preparing and managing the Housing Department budget under supervision, ensuring expenditures align with approved budgets.
• Prepares and submits all required narrative and financial reports as directed by the Housing Business Manager.
• Prepares agendas, briefing materials, meeting kits, takes minutes, transcribes, makes travel arrangements, and handles correspondence, reports, notices, filing, copying, faxing, room bookings, and other clerical duties.
• Ensures departmental activities comply with policies and develops a filing system.
• Coordinates ordering and maintains inventory of office and maintenance supplies.
• Prepares and distributes community notices as needed.
• Builds and maintains effective relationships with colleagues, outside agencies, and community members.
• Advises homeowners and tenants on housing policies and enforces policies fairly and equitably.
• Alerts the Housing Manager of issues impacting the department or community.
• Identifies housing renovation needs, prepares scope of work and cost estimates, and prioritizes renovations according to policy.
• Greet clients and visitors, direct them appropriately, and handle inquiries.
• Monitors maintenance projects and work orders, reporting progress to the Housing Business Manager.
• Develops forms and templates for the department.
• Manages applications and maintains CMHC R.A.P.P. grant and AANDC funding.
• Ensures contracts are in place for all work within the department's scope.
• Resolves administrative issues by preparing reports, analyzing data, and proposing solutions.
• Assists with housing partnerships and projects, including collaborations with BC Hydro and UBC.
• Works with the Equalization Administrative Clerk on expenditures and portfolio implementation.
• Coordinates annual home inspections, notices, contractor scheduling, and funding sources.
• Processes service and maintenance requests promptly.
• Prepares notes and documents for committee meetings, alternating with the Equalization Portfolio Clerk.
• Handles correspondence and supports policy, data system, and executive development initiatives.
• Participates in special projects as assigned.
• Maintains positive relationships with homeowners, vendors, and contractors.
• Manages rent arrears, repayment plans, and revenue collections, including eviction procedures when necessary.
• Prepares supporting by-laws for the Housing Business Manager.
• Performs other related duties as required.

Knowledge, Skills, and Abilities

• High School diploma with courses in business, office management, construction, property management, or trades, or equivalent experience.
• Training or experience in office management, finance, and computer skills.
• Knowledge of housing maintenance methods and materials.
• Experience with First Nations or Musqueam-specific housing programs and policies.
• Ability to handle sensitive issues with tact and good judgment.
• Ability to maintain confidentiality.
• Teamwork skills and ability to engage with community and other departments.
• Results and service-oriented mindset.
• Creative, proactive, and organized with good communication skills.
• Proficiency in MS Office and data management software.
• Willingness to learn and adapt.
• Valid driver’s license and access to a vehicle for work purposes.

Working Conditions

• Office environment with periodic community visits.

Why work for Musqueam?

Our success is built on traditional teachings, initiative, and dedication. We offer training, career development, a drug-free environment, business casual dress code, community facilities, and a location close to nature and services.

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