Executive Administrative Assistant

Job Description

<h3>Job Description</h3><p>Job Description<p><p>Reporting to the Executive Director of the Kamloops Aboriginal Friendship Society (KAFS), the Executive Administrative Assistant provides high-level administrative support to ensure the smooth coordination of the Executive Director’s schedule, board meetings, and travel arrangements. The role also supports event planning, office supply management, staff meetings, and document organization. </p><p>Acting as a key liaison between management and external partners, the Executive Administrative Assistant manages communications, membership applications, and record-keeping. Additional responsibilities include processing expenses, providing basic IT support, and maintaining updates to the KAFS website and social media platforms. This position requires a highly organized and detail-oriented individual who can manage multiple priorities with efficiency and professionalism. If you are passionate about supporting an Indigenous non-profit organization that gives back to the community, we invite you to join our team.</p><p><strong>A DAY IN THE LIFE - ROLES AND RESPONSIBILITIES:</strong></p><ul><li>Manage the Executive Director’s calendar, including scheduling appointments and coordinating meetings.</li><li>Schedule and confirm attendance for monthly Board meetings, ensuring all necessary materials are prepared and distributed in advance, and that meeting logistics such as location, technology setup, and refreshments are coordinated.</li><li>Arrange travel bookings for KAFS staff and Board members, including flights, accommodations, and itineraries.</li><li>Support the planning and execution of events and meetings, such as monthly KAFS Board of Directors meetings, including venue selection, catering coordination, invitation management, and room preparation.</li><li>Procure office supplies, equipment, and furniture as required.</li><li>Organize and schedule staff and management meetings, including agenda preparation, minute-taking, and the distribution of documents.</li><li>Serve as a liaison between KAFS management and external organizations, managing communications and responding to information requests.</li><li>Process and manage membership applications, including Board of Directors memberships and associated fees.</li><li>Draft, edit, and proofread reports, presentations, spreadsheets, and other professional documents.</li><li>Maintain an organized and accessible filing and records management system.</li><li>Provide basic IT support to KAFS staff, troubleshooting technical issues and coordinating with external IT providers when needed.</li><li>Monitor and update the KAFS website and social media platforms to ensure information is accurate, current, and reflective of KAFS programs and services.</li><li>Perform other related duties as required to support the smooth and effective operation of KAFS.</li></ul><p><strong>Requirements</strong></p><ul><li>Office Administration Certificate or equivalent </li><li>Minimum of three years of experience providing comprehensive administrative support and services to a team, including senior management.</li><li>Experience working within an Indigenous or Aboriginal-centered organization is strongly preferred.</li></ul><p></p><p><strong>OUR “MUST HAVES” THAT MAKE YOU GREAT:</strong></p><ul><li>Ability to adapt to shifting priorities and work efficiently in a dynamic environment.</li><li>Strong attention to detail with excellent organizational skills in all areas of work.</li><li>Exceptional written and verbal communication skills, with the ability to tailor communication to different audiences.</li><li>Skilled in time management and task prioritization.</li><li>Self-motivated and capable of meeting deadlines with minimal supervision.</li><li>Professional, diplomatic, and discreet, with the ability to handle confidential matters with care and understanding.</li><li>Strong problem-solving skills and a proactive approach to identifying and implementing solutions.</li><li>Solid understanding of administrative processes, document management, and related best practices.</li><li>Proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and familiarity with video conferencing platforms such as Zoom and MS Teams.</li><li>Demonstrated ability to balance professionalism, attentiveness, accuracy, and adaptability across all responsibilities.</li></ul><p><strong>Benefits</strong></p><ul><li>$26- $30/hour, based on skill set and experience</li><li>Group benefits including extended health, dental, and vision</li><li>Employee Assistance Program</li><li>Paid Time Off</li><li>Wellness Days Off</li></ul><p></p><p><em>Preference will be given to applicants of Aboriginal ancestry as per section 41 of the BC Human Rights Code (please self-identity in your cover letter).</em></p></p></p>