Executive Assistant & Administrator

ORGANIZATION SUMMARY

The First Nations Health Foundation (FNHF) is the philanthropic partner for the First Nations Health Authority (FNHA), raising funds to transform health, wellness, and health equity for First Nations people in BC.

The FNHF and its employees are committed to transforming First Nations health by fostering wholistic health and wellness for First Nations individuals, families and communities that honours our culture and practices, and advances community-based health solutions.

POSITION SUMMARY

The Executive Assistant & Administrator is an integral part of the Foundation Team and is a key position as it is the first point of contact for donors, volunteers, FNHA staff, and the public.

It requires a positive, friendly individual who embodies a can-do attitude and the ability to work effectively within a dynamic team setting.

This role also requires strong project coordination and implementation, organizational, and time management skills.

The Executive Assistant & Administrator must demonstrate a high degree of professionalism, initiative, and independence, as well as the ability to work under pressure and adapt to changes and shifting deadlines.

The position requires meticulous tracking and follow-up on various action items, and must ensure the completion of assignments or tasks in a timely manner on behalf of the Executive Director.

Flexibility, responsiveness, and rapid availability are essential. This role is primarily office-based, with most responsibilities requiring an in-office presence.

We encourage Indigenous applicants with diverse backgrounds and experiences. The FNHF is committed to respecting diversity within our workforce;

preference will be given to individuals who identify as First Nations, Inuit, or Métis. We value transferable skills and welcome the opportunity to support and train individuals who are passionate about learning and contributing to the non-profit sector.

Join us as we work together to grow both your skills and our impact.

PRINCIPLE DUTIES AND RESPONSIBILITIES

• Develops, implements, monitors and improves operational systems, procedures, processes, and service standards for the Foundation office, including for matters such as records management, SharePoint sites, board portal, gift management, calendar management, email management, mail processing, templates, correspondence, finance, issues tracking and escalation, templates, etc.
• Provides administrative support for the Executive Director, the FNHF Board and Committees, and the FNHF Member or FNHF Member Designate Representative including logistics, uploading documents to board portal, taking minutes, and preparing documents.
• Coordinates and oversees the organization of Foundation meetings and presentations, including all associated logistics and note taking in collaboration with FNHF colleagues and FNHA departments.
• Tracks all incoming and outgoing correspondence and documents and files as necessary.
• Supports donor relations, which includes entering data into the fundraising platform, gift processing, preparing reports, sending tax receipts, and preparing gift acknowledgements in a timely manner in consultation with the FNHF staff.
• Ensures appropriate information and follow up actions are tracked as part of gift management, including follow-up and escalation.
• Composes, proof-reads, and edits correspondence including proposals and reports, presentations, internal and external letters, memos, and emails.
• Makes travel arrangements and completes all related travel authorizations and expense reimbursements on behalf of the Executive Director.
• Supports the Foundation office with budget development and monitors expenditures, expense reimbursements and invoices. Completes purchase requisitions / on-line purchasing and forwards for processing.

Ensures invoices are authorized and submitted for payment.

Provides oversight to the recording and tracking of vacation / sick time, leaves of absence, claims issues for all staff;

and administers leave of absence requests, documentation, approval and communication of leave days as per FNHF procedures.

• Support and attend FNHF events as requested.
• Handles confidential information with trust, professionalism and confidentiality.
• Performs other related duties as assigned.

ABOUT YOU

General

• Strong attention to detail and accuracy with a commitment to high quality work
• Excellent planning, organizational and time management skills
• Demonstrated problem solving skills, with a creative, energetic, and flexible approach
• Possesses excellent judgment and discretion in dealing with confidential and sensitive matters
• Physical ability to perform the duties of the position

Education

Post-secondary degree or diploma in business / office administration or an equivalent combination of education, training and experience

Experience

• Relevant, recent and significant experience in an operational or administrative management capacity, including provision of services to senior / executive level staff
• Experience developing and maintain administrative systems, processes and procedures
• Experience working in a fast-paced and evolving environment
• Experience in exercising a high level of integrity and discretion in interacting with senior level management, professionals, major donors, and a diverse community of stakeholders
• Experience working with BC First Nations communities and / or organizations
• Experience utilizing a variety of office tools including Microsoft Office suite
• Experience working with software and databases, such as Raiser’s Edge NXT or Aprio
• Experience handling sensitive and confidential information in a trusted and responsible manner

Knowledge

• Knowledge of the FNHF and the FNHA
• Knowledge of information, records and data management approaches and options

Competencies

• Understanding of working and developing relationships with First Nations and Indigenous organizations.
• Commitment to the mission and values of the FNHF and be passionate about making a positive impact for BC First Nations.
• Demonstrated senior administrative skills and abilities, including note-taking and writing
• Demonstrated ability to work efficiently within time and resource constraints
• Proven ability to multi-task and set priorities effectively
• Excellent verbal and written communication skills
• Ability to think critically to identify and resolve routine issues independently and know when to involve colleagues or escalate to the Executive Director
• Ability to be flexible and adaptable
• Ability to work independently and as part of a multi-disciplinary team
• Excellent interpersonal skills and collaboration skills with the ability to interact with staff at all levels

WHAT WE OFFER

Salary range for this role is $57,888 - $72,360 (mid) - $79,596 per year. Per the FNHF Employee Total Compensation Policy, incumbents are typically hired between the minimum and midpoint of the range based on knowledge, skills, abilities, and experience in relation to the role requirements.

Top of the pay range is for incumbents who are industry experts with the combination of exceptional experience and competencies needed to perform all the duties and responsibilities at a superior capability level.

The FNHF office is located at Park Royal, on the ancestral Coast Salish Territories of the Musqueam, Squamish, and Tsleil-Waututh Nations.

Please note that we will be relocating to the new FNHA headquarters in North Vancouver on Tsleil-Waututh Nation (TWN) land, south of Mount Seymour Parkway, in Summer of 2026.

Also, as a member of the team, you will have access to a wide range of employee benefits from day one, including :

• Pension plan with an employer contribution (after 3 months)
• 3 weeks’ vacation, which increases with service to 5 weeks, plus 3 personal days, 1 volunteer day, and 14 public holidays including National Indigenous People’s Day and National Day of Truth and Reconciliation
• Access to group health benefits and a Health Care Spending Account through Canada Life on day 1 of employment
• And more!

To apply, please send your cover letter and resume, as a single document, with subject line Executive Assistant & Administrator to us at foundation@fnha.

ca by 11 : 59pm on Tuesday, December 3rd, 2024.