Executive Assistant (to the CEO)

Key Duties and Responsibilities:

This position requires strong judgment professionalism discretion and a deep commitment to the values and cultural principles of the Métis community

The following are some of the daily activities that the Executive Assistant will need to perform in this position:

Executive Administrative Support

• Manage and maintain the CEOs calendar including scheduling meetings appointments travel and events.
• Screen prioritize and respond to incoming communications (emails calls correspondence).
• Prepare edit and format high-level documents reports presentations and briefings for internal and external audiences.
• Maintain organized filing systemsdigital and physicalensuring confidentiality and compliance with GCS policies.
• Anticipate the CEOs needs and proactively identify solutions information or actions required.
• Prepare speaking notes key messages and communication briefs for CEO engagements.
• Support confidential CEO HR tasks such as scheduling performance reviews or leadership-team meetings.
• Track and support CEO commitments to funders partner agencies and government bodies.

Board & Governance Support

• Assist the CEO with Board of Directors communications scheduling and meeting logistics.
• Prepare compile and distribute Board packages agendas and minutes.
• Track Board follow-up items and support timely completion of action items.
• Maintain governance records in accordance with legal and organizational requirements.
• Develop and maintain the annual Board calendar including regular meetings AGMs and committee meetings.
• Support governance committees by preparing materials and tracking action items.

Organizational Coordination

• Support cross-department coordination on behalf of the CEO to ensure strategic initiatives move forward.
• Help prepare materials for senior leadership team meetings; track action items and follow-ups.
• Coordinate internal communications from the CEOs office to staff partners and external stakeholders.
• Assist with workflow management including prioritization of projects deadlines and deliverables.
• Support the organizations participation in events community activities and partnership meetings.
• Support organizational communications in collaboration with HR department.

Project Research & Strategic Support

• Conduct research and compile background information to support CEO decision-making.
• Assist in monitoring progress on strategic plans funding initiatives and organizational commitments.
• Draft correspondence briefing notes and reports for the CEO.
• Support special projects as assigned ensuring timelines and quality standards are met.

Office & Meeting Management

• Organize and oversee meeting logistics: room bookings agenda development minute-taking materials preparation.
• Coordinate travel itineraries hotel accommodations conference registrations and expense claims.
• Serve as a professional representative of the CEO at meetings events and engagements as needed.
• Maintain office supplies technology needs and organizational files relating to the CEOs office.

Qualifications Education and Experience:

In order to be considered for this position your application must clearly demonstrate how you meet the education and experience as outlined below:

• Bachelors degree in business administration communications or a related field is preferred. May consider a diploma in similar disciplines with significant work experience.
• 5 years of experience providing executive-level support preferably in a non profit setting.
• Experience working within non-profit government or social services sectors is an asset.
• Experience in a unionized environment.
• Criminal Record Check with Vulnerable Sector Search required.
• Valid BC drivers licence and access to reliable transportation.

Job Skills and Abilities:

• Knowledge of board governance practices with demonstrated familiarity in bylaws policies and board procedures.
• Experience coordinating executive leadership needs including scheduling project tracking and facilitating cross-functional collaboration.
• Exceptional organizational and time-management skills with the ability to prioritize and manage multiple tasks and deadlines effectively.
• Excellent written and verbal communication skills with strong attention to detail.
• Strong working knowledge of Microsoft Office Suite (Word Excel PowerPoint Outlook) and familiar with project management tools and board software.
• High level of discretion and professionalism in handling confidential and sensitive information.
• Strong interpersonal skills with the ability to work effectively with diverse groups of people.
• Demonstrated ability to work both independently and collaboratively in a fast-paced environment.
• Adaptable and flexible with a proactive approach to changing priorities and deadlines.
• Ability to manage sensitive politically complex or time-sensitive issues with sound judgment.
• Ability to exercise effective crisis communication in urgent situations.
• Strong problem-solving capabilities with proactive issue identification.

Additional Knowledge & Skills:

• Experience supporting a CEO or senior executive within a non-profit organization.
• Familiarity with donor relations fundraising processes or board governance best practices.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with the highest level of discretion.
• Strong proficiency with Microsoft Office 365 (Outlook PowerPoint Word Excel OneNote etc.) virtual meeting platforms and information-management tools.
• Experience with working in Trello
• Ability to manage competing priorities and adapt quickly to changing demands.
• Strong interpersonal skills and ability to work with diverse audiences.
• Understanding of Métis culture governance and community contexts (or willingness to learn).

CORE COMPETENCIES:

Results orientation skills

Concern for surpassing a standard of excellence. The standard may be ones own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement).

Teamwork and Co-operation skills

Has an ability to work co-operatively within diverse teams work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

Service Orientation skills

Implies a desire to identify and serve customers/clients who may include the public co-workers other branches/divisions other ministries/agencies other government organizations and non-government organizations. It means focusing ones efforts on discovering and meeting the needs of the customer/client.

Listening

Understanding responding and has the ability to understand and respond effectively to other people from diverse backgrounds. It includes the ability to understand accurately and respond effectively to spoken and unspoken or partly expressed thoughts feelings and concerns of others. People who demonstrate high levels of this competency show a deep and complex understanding of others including crosscultural sensitivity

Planning Organizing and Coordinating

Involves proactively planning establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organizations mandate.

Self-Control

The ability to keep ones emotions under control and restrain negative actions when provoked faced with opposition or hostility from others or when working under stress. It also includes the ability to maintain stamina under continuing stress

Cultural Agility (Aboriginal Relations Competency)

The ability to work respectfully knowledgeably and effectively with Metis First Nation and Inuit Peoples. It is noticing and readily adapting to cultural uniqueness in order to create a sense of safety for all. It is the capacity to relate to or allow for differing cultural perspectives and being willing to learn the differences.

METIS VALUES AND CULTURAL RESPONSIBILITIES

As a representative of GCS the Executive Assistant must demonstrate cultural humility respect and alignment with Métis First Nation and Inuit traditions and ways of being. Responsibilities include:

Honouring Métis Identity & Community

• Demonstrate respect for Métis First Nation and Inuit culture heritage and perspectives through communication decision-making and relationship-building.
• Support the CEO in strengthening community connections with Métis First Nation and Inuit citizens Elders families and partners.

Relationship Building

• Foster positive respectful and collaborative relationships with all staff clients and stakeholders.
• Communicate in a manner that reflects kindness empathy and professionalism.

Integrity & Accountability

• Uphold confidentiality ethical conduct and integrity in all tasks and interactions.
• Ensure compliance with policies legislation and collective agreements.

Cultural Safety & Humility

• Contribute to a culturally safe workplace by acknowledging diverse histories identities and experiences.
• Participate in Métis First Nations and Inuit cultural training gatherings and learning opportunities as required.

Service to Community

• Recognize that the role supports the broader mission of GCS to enhance the well-being of Métis First Nations and Inuit children youth families and communities.
• Approach work from a strength-based community-focused perspective.

Required Experience:

Chief