Executive Assistant

What we do together our H.E.A.R.T is our difference.

Do you have a genuine passion in promoting the values of Indigenous culture working with and for Indigenous children, youth, and families (First Nations, Métis, and Inuit) while respecting their cultural diversity?

If so, consider joining our Xyólheméylh work family. We are a fully delegated Indigenous Child and Family Services Agency providing programs and services to Indigenous children, youth, and families on and off reserve within Stó : lō Territory in the Fraser Valley between Yale First Nation and Surrey BC.

Our programs and services are created and delivered with the support of our Elders Advisory Council with special attention on strengthening culture and identity, while honoring the strength of families.

• W e strive to work in a holistic way to keep families together and reintegrate children back with their families and extended families.
• O ur service delivery is done with an open heart and an open mind focusing on the best interest of the family while keeping children at the center.
• W e work to ensure children are connected to their family, and community while striving to ensure their inherent rights to heritage and identity are upheld in all we do.

Executive Assistant to the

Executive Director of Programs -

Regular Full Time Position (Global)

Salary- $59,.07 to $66,.27 per annum (35 hrs. per week)

POSITION SUMMARY :

The Executive Assistant provides a full range of administrative and secretarial support to the Executive Director of Programs (EDOP), Executive Leadership Team, and the Executive Director of Programs support team.

The work includes managing information flow, gathering information for briefing notes, and ensuring timely responses to a large volume of highly sensitive inquiries and issues.

The Executive Assistant creates meeting agendas and takes minutes. Records action items and gathers meeting materials. The EA also books venues and catering, assists in facilitation of practice related events.

The Executive Assistant is responsible for collecting statistics, responses, and other information for tracking purposes.

Document creation : trackers, policy drafts, forms, etc. (wide variety)

Clerical : Taking messages, signing papers on behalf of the EDOP, gathering materials, etc.

The Executive Assistant is expected to be familiar and must comply with the expectations of confidentiality as outlined in : The Agency’s Human Resources Policy Manual;

the Agency’s Operations and Finance Policy and Procedure Manuals; BC Child, Family and Community Services Act and any Oaths agreed to and signed.

Xyólheméylh is proud to have an Elders Advisory Council to ensure that culture is embedded throughout the agency ensuring the goals, missions and values are upheld in a good way.

Lets'emót to be of one heart and one mind.

EDUCATION, EXPERIENCE & KNOWLEDGE REQUIRED :

• Minimum of 2 years administrative experience
• 1-year post-secondary education in any of the following fields of concern : business administration or office management preferred
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail
• Expert level written and verbal communication skills
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and agencies and a diverse range of community leaders
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer / client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities, anticipates needs and proposes solutions
• Experience and interest in internal and external communications best practices
• Experience with minute taking and scheduling preferred
• Highly Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) as well as Adobe Acrobat, and Video Conferencing web platforms
• Preference may be given to Indigenous candidates as per Section 41 of the Human Rights Code.

CONFIDENTIALITY :

FVACFSS employees are expected to be familiar with and must comply with the expectations of confidentiality as outlined in the Agency’s Human Resources Policy Manual and other policies and operational manuals, AOPSI and the

B.C. Child, Family and Community Services Act.