Executive Assistant

Classification: Band 4 — Coordinator / Technician Reports To: Chief Administrative Officer (CAO) Location: hitac̓u, BC (Ucluelet) Employment Type: Full-Time, Permanent Salary Band: Band 4 ($56,182 – $84,272 · $28.81 – $43.22/hr) POSITION PURPOSE Reporting directly to the Chief Administrative Officer (CAO), the Executive Assistant provides confidential, one-on-one executive support to the CAO. The role manages the CAO's calendar, inbox, correspondence, travel, and briefing materials, and prepares the CAO for Council, Executive, intergovernmental, and senior leadership meetings. This position is focused exclusively on direct support to the CAO and does not oversee Administration Office operations, records management, or administrative staff — those functions are owned by the Manager, Administrative Office. ACCOUNTABILITY Calendar, Inbox & Correspondence Manages the CAO's calendar and daily schedule, balancing competing demands and protecting time for strategic work. Monitors and triages the CAO's inbox, drafting responses for review and flagging time-sensitive items. Drafts, reviews, and edits confidential correspondence, memos, and presentations on behalf of the CAO. Maintains the CAO's personal contact lists, follow-up trackers, and tickler files. Meeting Preparation for the CAO Prepares the CAO for Council, Executive, intergovernmental, and senior leadership meetings by assembling agendas, pre-reads, briefing notes, and decision packages. Attends meetings with or on behalf of the CAO as requested to capture decisions, action items, and follow-through. Coordinates directly with directors, managers, and external partners to gather information the CAO needs for upcoming meetings. Tracks commitments made by the CAO and follows up to ensure timely completion. Travel & Expense Coordination Plans and books all travel, accommodation, and itineraries for the CAO, including intergovernmental and community travel. Prepares travel briefing packages and ensures the CAO has the materials needed for each engagement. Reconciles the CAO's expenses and credit card statements in line with Yuułuʔiłʔatḥ policy. Confidential Support & Discretion Handles highly confidential personnel, political, and strategic information arising from the CAO's office with discretion and sound judgement. Maintains the CAO's confidential files separately from the general Administration Office records (which are owned by the Manager, Administrative Office). Provides occasional executive-assistant backup to other members of the executive team only at the explicit direction of the CAO. Event & Retreat Planning Plans and coordinates staffing retreats, team-building activities, and other events as directed by the CAO. Manages logistics including venue selection, travel arrangements, catering, and materials preparation. Develops agendas and coordinates with presenters or facilitators to ensure seamless event delivery. Supports the CAO in fostering team cohesion and organizational culture through thoughtfully planned gatherings. EDUCATION & EXPERIENCE Required: A combination of education and experience in business administration, public administration, Indigenous studies, or a related field. Minimum 3–5 years of experience providing executive-level administrative support to a senior leader (CEO, CAO, Executive Director, or equivalent). Demonstrated ability to handle highly confidential and politically sensitive information with discretion and sound judgement. Strong written communication skills, including drafting briefing notes, correspondence, and meeting minutes. Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new digital tools. Preferred: Experience supporting executives in a First Nation, Indigenous, or public-sector government context. Familiarity with Council/Board governance processes, including agenda preparation and minute-taking. Experience coordinating travel, events, and hospitality for senior leaders and visiting dignitaries. CORE COMPETENCIES Direct executive support to a senior leader Calendar, inbox, and correspondence management Briefing note and meeting-package preparation Travel coordination and expense reconciliation Confidentiality, discretion, and political acuity Clear written and verbal communication WORKING CONDITIONS Standard office hours (8:00 AM – 4:30 PM, Monday–Friday) Office-based role at hitac̓u with occasional travel (approx. 10%) Fast-paced environment requiring multi-tasking and prioritization CULTURAL REQUIREMENTS Genuine respect for Yuułuʔiłʔatḥ traditions, culture, and protocols Commitment to supporting Yuułuʔiłʔatḥ citizens and community Sensitivity to the cultural context of a First Nation government office

Provides confidential one-on-one executive support to the Chief Administrative Officer, managing calendars, correspondence, and travel. Prepares the CAO for high-level meetings and coordinates logistics for staffing retreats and team-building events.

Requires 3-5 years of executive-level administrative experience and a combination of education in business, public administration, or Indigenous studies. Must possess advanced Microsoft 365 proficiency and the ability to handle politically sensitive information with discretion.

Identified from the job description. Confirm important requirements above.

• Executive Support
• Calendar Management
• Inbox Triage
• Briefing Note Preparation
• Travel Coordination
• Expense Reconciliation
• Confidentiality
• Political Acuity
• Microsoft 365
• Meeting Minutes
• Event Planning
• Written Communication

Minimum experience

2+ years