Executive Assistant

• An opportunity to utilize your Executive Assistant skills in a passionate community
• Receive an attractive hourly wage of $31.48 to $39.86 based on skills and experience, plus full benefits! 
• Help us achieve our vision and goals while preserving our culture

We, the Esquimalt Nation, thrive along the sparkling waters of Esquimalt Harbour, our heritage, Xwsepsum or Kosapsum, woven into the land's rhythms for millennia. We cherish stewardship, reciprocating nature's generosity through heartfelt ceremonies, embracing this as our Sacred Trust.

As part of the Coast Salish group, we're a close urban community on enchanting southern Vancouver Island, with 314 spirited members tracing ancestry to resilient Lekwungen People. Embraced by Songhees Nation, Esquimalt Township, View Royal Town, and vibrant Victoria City, our cultural fabric is tightly woven.

Rooted in Lekwungen heritage, we're integral to the Coast Salish legacy. Ancestral echoes resound across these lands, from Vancouver Island's beauty to the tranquil Gulf and San Juan islands. Oral tales, legendary sagas, and timeless place names honour our deep connection to these sacred territories.

To learn more about Esquimalt Nation, please visit our website.

Esquimalt Nation is currently seeking an Executive Assistant to join us in Victoria, BC. Reporting to the Executive Director you will be responsible for providing confidential administrative and secretarial support and managing the day-to-day administrative functions of the Executive Director to ensure the accurate and timely delivery of administrative services. 

Responsibilities will include (but are not limited to):

• Coordinating, prioritizing, and organizing schedules, meetings, appointments, travel, conferences, and events for Leadership and the Executive Director to boost efficiency and effectiveness
• Acting as the main contact for internal and external stakeholders, upholding professionalism
• Editing documents and managing communication to ensure accurate and timely responses
• Collecting, arranging, and presenting information to aid Executive Team decision-making, including research, briefing materials, and database management while maintaining data confidentiality
• Orchestrating comprehensive business travel, encompassing bookings, itineraries, and visas, while skillfully overseeing travel expenses and reconciliations
• Preparing, attending, and guiding meetings through agenda creation, materials, and presentations; taking precise minutes; and tracking action items and deadlines for effective follow-up
• Nurturing relationships, fostering inter-departmental communication, and professionally representing Leadership to diverse stakeholders
• Handling verbal and written communications: screening, prioritizing, responding, and forwarding as required
• Engaging with external organizations to relay information and ensure swift follow-up on urgent matters
• Assessing and refining intake and referral procedures for heightened efficiency and reporting outcomes
• Backing projects with research, data tracking, analysis, and policy implementation
• Overseeing budgets, expenses, procurement, and processing invoices
• Recording meetings, monitoring action items, and refining processes

To qualify, you must have a Bachelor’s degree in business administration, communications, or a related field. You will also need a minimum of 4 years of recent related experience with 2 years at a senior level, including 2 years in an Executive Assistant role.

The following attributes will be critical to successfully performing this role:

• Knowledge of Esquimalt/Indigenous people and culture, and a culturally sensitive approach
• Proficient in fostering exceptional employee relations, conflict resolution, and mediation
• Engages effectively with diverse individuals, swiftly establishing rapport and trust
• Strong problem-solving abilities, adept at resolving conflicts and challenges
• Capable of budget setting and adherence, advocating for members' interests
• Can work independently to excel in administrative problem-solving
• Advanced proficiency in word processing, spreadsheets, and presentations
• Adaptable to shifting organizational priorities, excelling under time constraints
• Polished verbal and written communication, handles inquiries diplomatically
• Provides adept senior management-level administrative support and guidance
• Displays discretion in handling sensitive information and time management
• Proficient in recording and transcribing meeting minutes
• Experience managing referrals and delegating tasks
• Intermediate proficiency level in Microsoft Windows and Microsoft Office
• Experience working within an Indigenous community (asset)
• Understanding of indigenous governance and non-profit (asset)

You will meet this role with a recognization that this is a new role, which might involve some trial and error. Your emotional intelligence will be crucial in handling passionate and challenging conversations with the chief and council. Your flexibility and adaptability will enable you to navigate this role successfully.

As a valued member of our team, you will be awarded an attractive hourly wage of $31.48 to $39.86 based on skills and experience, plus:

• Comprehensive Benefits Plan, including life insurance, long-term disability, dental, extended health coverage, and vision coverage
• Access to the Employee and Family Assistance Program
• Enjoy a 4-day workweek schedule
• Option for overtime compensation or time banking
• Reap the advantages of a $2,100 healthy spending allowance
• Receive Christmas bonuses
• Experience a 2-week closure and paid time off during the Christmas holiday season
• Gain 120 hours of annual leave
• Receive paid cultural leave hours
• Benefit from 80 hours of paid sick leave
• Enjoy additional holidays such as Indigenous Peoples Day and Easter Monday, with paid time off

If you tick all of these boxes and believe you will thrive in this role, we encourage you to apply today!

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