POSITION: PERMANENT FULL-TIME (37.5 hours per week)
LOCATION: Provincial Office – Station Tower (13401 – 108th Avenue, Surrey)
CLOSES: Posting will remain open until filled and will close without notice
ABOUT MÉTIS NATION BRITISH COLUMBIA
Métis Nation British Columbia (MNBC) develops and enhances opportunities for our Métis communities by implementing culturally relevant social and economic programs and services. Through teamwork, respect, dedication, accountability, integrity, and professionalism, MNBC strives to build a proud, self-governing, sustainable Nation in recognition of inherent rights for our Métis citizens, assisting in the delivery of services based on policy, process, and specified regulations.
ABOUT THE OPPORTUNITY
We are seeking a highly motivated, team‐orientated individual to join our MNBC team as an Executive Coordinator. The Executive Coordinator serves as the CEO and President’s primary coordinator and liaison for external relations. The Executive Coordinator manages calendars and activities to ensure maximum efficiency and value, while assisting with administrative, finance, and operational functions. The Executive Coordinator applies a high level of professional maturity and good judgment to coordinate executive support, ensuring the delivery of efficient and effective confidential service to support the realization of the vision, mandate, and goals of MNBC.
KEY DUTIES AND RESPONSIBILITIES
- Coordinates the office of the CEO and office of the President, providing confidential executive assistance to ensure that work is performed in a timely and accurate manner.
- Manages the calendar and activities of the CEO and President to ensure high value time utilization in relationship to external and internal requirements.
- Briefs/updates the CEO and President on upcoming meetings and ongoing obligations
- Acts as CEO’s liaison to the Board of Directors, attends Board meetings, supports the development of agendas, takes minutes, prepares various materials for CEO’s Board reports; works with the CEO, senior management team, and cabinet coordinators to prepare materials for Board meetings, and assists in ongoing communications and activities with the Board of Directors
- Provides supervision to the Cabinet Committee Coordinator and Cabinet Secretariat Coordinator positions
- Ensures the timely preparation and presentation of materials for key external and internal meetings
- Reviews the CEO’s email communications and assists in providing timely responses
- Works with management and staff teams to prepare CEO for external meetings, presentations, and events, and ensures timely follow up of all action items
- Provide accurate document management support by composing and/or editing a variety of documents. This includes many highly confidential correspondence, memoranda, contracts and proposals
- Assists with the organization of management team meetings and retreats, coordinating agendas, logistics, preparing materials and ensuring that accurate minutes of meetings are recorded, including tracking of action items and decisions
- Organizes travel arrangements and prepares expense reports
- Prepares briefing memos and relevant updates for CEO on outstanding projects, identifies issues, develops contingencies, and suggests remedies
- Assists with or manages special projects which may include PR, securing speaking engagements, or specific personnel and organizational development initiatives
- Facilitates communications, information flow and working relationships between the CEO and the management team and staff
- Provides recommendations that seek to continuously improve the systems and processes employed by the Office of the CEO
- Supports the CEO in dealing with confidential or sensitive personnel or other organizational matters
- Collaborates with CEO to foster a success-oriented, positive, high integrity organizational culture
THE IDEAL CANDIDATE
- Undergraduate level studies or equivalent experience required
- At least 3 years progressive administrative responsibilities and at least 2 years executive assistance work experience required
- Knowledge and/or awareness of the historical and contemporary contributions made by Métis people in B.C.
- Candidate must be friendly, personable and able to build harmonious working relationships with board members, Métis Chartered Communities, co-workers, and the general public
- Able to exercise diplomacy, tact and good judgment in recognizing scope of authority and in protecting confidential information
- Demonstrated ability to effectively communicate both verbally and in writing
- Able to perform secretarial and administrative duties with deliberate speed and accuracy and without immediate and constant supervision
- Strong verbal and written communication skills; ability to effectively present and execute on innovative ideas. Ability to write reports and business correspondence. Outstanding grammar and proofreading skills
- Strong sense of accountability, integrity, and ability to handle highly visible responsibilities
- Ability to take initiative, act independently and direct one’s own work
- Candidate must be very organized and able to prioritize tasks
- Practical experience and strong facility with Microsoft Office applications required; experience with design/presentation and/or database applications desired
- Strong technical problem solving skills
- Other duties may be assigned as needed to help ensure the efficient operation of MNBC.
- There will be a need to attend meetings and events which may require work and travel outside of the normal business hours.
- Ability to provide a satisfactory Criminal Record Check.
- Valid BC Class 5 Driver’s license and access to reliable personal vehicle for work purposes.
The above requirements are what MNBC is seeking in the ideal incumbent at the time of posting and are subject to change based on needs.
Pursuant to section 41 of the BC Human Rights Code, preference may be given to applicants who self-identify as Aboriginal (First Nation, Métis or Inuit). All qualified candidates are encouraged to apply.
MNBC is committed to promoting the health, safety, and well-being of all staff during the COVID-19 pandemic. The safety of our employees and Chartered Communities is paramount, and vaccination against COVID-19 is a key public measure to reduce the spread and severity of the virus and its variants. As such, all employees, vendors, and visitors are required to be vaccinated against COVID-19. Candidates for employment must provide Proof of Vaccination, to be verified by Human Resources, as a mandatory condition of their employment.