The Position

Under the direction of the Infrastructure Government Services (IGS) Division Manager, the Executive Assistant provides comprehensive executive, administrative, operational, and project-coordination support to the Division Manager (DM) and the Infrastructure Government Services Division.

The Candidate:

- Maintain the DM’s schedule by organizing and coordinating meeting logistics, and ensure all supporting documentation and agendas are prepared before scheduled meetings.

- Attend departmental meetings, record minutes, and facilitate and follow up on issues related to meetings, resolutions, and other activities.

- Project Administration - maintain infrastructure project files; track project milestones; monitor deadlines and coordinate consultant documentation.

- Financial Administration - prepare purchase requisitions; process invoices; track departmental expenditures and monitor budget information.

- Council & Leadership Support - prepare Recommendation Reports; coordinate Council packages; prepare presentations; track Council decisions and monitor action items.

- Procurement & Contract Administration - coordinate procurement documentation; assist with tenders; maintain contractor files and track insurance certificates.

- Review and screen incoming calls from Nation membership, the general public and business organizations and refer to appropriate staff.

- Perform clerical functions to ensure all typing,



faxing, photocopying and mailing services are completed.

- Maintain all filing systems, both manual and computer systems.

- Provide back-up for other key positions within the departments.

- Create templates, spreadsheets, forms, posters, and PowerPoint presentations as needed and required.

- Prepare skilled and confidential correspondence, memos and documents as requested.

- Maintain and present a positive and professional image of the executive office at all times.

- Perform all other tasks within the scope of the position and as assigned.

Qualifications, Skills and Abilities:

- Diploma or Degree in Business Administration, Office Administration, Public Administration or related discipline.

- Minimum five (5) years of progressively responsible executive administrative experience.

- Minimum three (3) years supporting senior executives or directors.

- Experience supporting infrastructure, public works, engineering, local government or Indigenous government operations is preferred.

- Experience coordinating complex projects, preparing executive reports and records management.

- Experience working with confidential information.

- Present self professionally and ethically; effective communication skills both verbally and in writing.

- A driver's license and access to a car. An acceptable Criminal Record Check.

📌 Executive Assistant (Sechelt)
🏢 shishalh Nation
📍 Sechelt