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Über
This role supports day-to-day decision-making, maintains operations, and ensures continuity of administrative functions across departments. The Executive Assistant must be highly flexible and capable of temporarily filling in to support departmental administrative functions when staff are on vacation, leave, or otherwise unavailable, ensuring uninterrupted service delivery and operational efficiency.
This position requires strong organizational skills, cultural awareness, and the ability to work across multiple departments in a fast-paced, community-focused environment.
Roles & Responsibilities
Executive & Senior Director Support
Provide confidential, proactive administrative support to the Senior Director, including calendar management, meeting coordination, travel arrangements, and correspondence.
Prepare, format, and proofread briefing notes, reports, presentations, agendas, and meeting minutes for the Senior Director, Council, Committees, and Senior Management Team as needed.
Track action items, follow-ups, deadlines, and deliverables to support effective decision-making and accountability.
Serve as a key point of contact between the Senior Director, internal departments, leadership, and external stakeholders.
Departmental & Cross-Coverage Support (Flex Role)
Provide temporary administrative coverage for departments within the Senior Director's portfolio during staff absences.
Adapt quickly to different departmental workflows, priorities, and systems to maintain continuity of operations.
Administrative & Operational Coordination
Maintain organized electronic and physical filing systems, ensuring records are accurate, current, and accessible.
Support tracking of departmental work plans, project milestones, and reporting timelines.
Assist with the preparation and coordination of RFPs, tenders, contracts, and related documentation.
Liaise with Finance to support invoice processing, expense tracking, and basic budget monitoring as required.
Coordinate logistics for meetings, workshops, community consultations, and site visits.
Other related duties as assigned to support organizational priorities.
Knowledge, Skills, and Abilities
2 years of experience in a university or college preferred.
5-7 years of previous work experience.
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Zoom, Adobe Acrobat, and Social Media platforms.
Cultural competency and knowledge of the MIB's cultural traditions or the willingness to learn them.
Excellent time management skills with the ability to manage multiple priorities and handle shifting priorities to produce results within deadlines.
Highly resourceful team-player, with the ability to also be extremely effective independently competing demands.
Be adaptive, flexible, and be able to prioritize multiple comparing demands with frequent interruptions.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Ability to handle multiple priorities and complete tasks/project in accordance with stated deadlines.
Ability to maintain confidentiality.
Criminal record check.
Valid Driver's License.
Working Conditions
The work is performed in an office environment.
After work and evenings may be required.
Why work for Musqueam?
Our success as a leader as a First Nations Government is built on the traditional teachings of our people, initiative and dedication of the Musqueam Indian Band. Providing a highly engaged traditional government that is member focused.
Competitive salary
Training and career development
Business casual environment
Community fitness and gym access
Comprehensive group benefits plan and pension plan
Centrally located with free parking; free onsite gym and class access; close to nature trails at UBC and along the Fraser River, shops, restaurants and services.
Sprachkenntnisse
- English
Hinweis für Nutzer
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