Strategic Executive Assistant - Health Department

Musqueam; Vancouver; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

Musqueam is seeking an Executive Assistant to support the Health Director in a busy Health Department. The role requires top-notch organization, discretion, and the ability to manage multiple files and programs with independence.

You will prepare agendas, take minutes, arrange travel, and assist with budgets and reporting while maintaining confidential records and assisting staff with day-to-day tasks in a respectful, fast-paced environment.

Qualifications

• High School diploma or Certification and/or Bachelor’s degree in Business Administration, or advanced Administrative Courses with 3–5 years in First Nations administration or senior admin support.
• 2 years of health office administration experience is an asset.
• Strong English communication skills, both written and spoken.

Responsibilities

• Provide administrative services for the Health Department, handling office and operations administration in line with policies.
• Coordinate meetings: agendas, briefing materials, minutes, and support to ensure staff are prepared.
• Make travel arrangements, prepare correspondence, reports, and notices; perform filing, copying, and room bookings.
• Assist in budget preparation and ensure expenditures align with approved budgets.
• Prepare and submit narrative and financial reports as directed.
• Produce draft documents, perform background research, and create presentations.
• Prioritize multiple projects and manage deadlines; handle communications for the Health department.
• Maintain filing and digital filing systems; assist with contracts and departmental expenditures.
• Support Health staff in daily tasks and contribute to a professional, confidential environment.

Skills

Meeting management

Minutes taking

Organizational skills

Communication skills

Confidentiality

Leadership

Education

High School diploma or Certification &/or Bachelor’s degree in Business Administration

Tools

MS Office Suite

Outlook

Document imaging/scanning

Job description

Musqueam is seeking an Executive Assistant to support the Health Director in a busy Health Department. The role requires top-notch organization, discretion, and the ability to manage multiple files and programs with independence.

You will prepare agendas, take minutes, arrange travel, and assist with budgets and reporting while maintaining confidential records and assisting staff with day-to-day tasks in a respectful, fast-paced environment.