ABOUT US:

Metis Community Services Society of BC (MCSBC) has a mandate from Metis citizens to provide integrated, holistic, family-centered, wrap-around services to all those who need assistance, with special emphasis on Indigenous populations, specifically Metis populations.

QUALIFICATIONS AND EXPERIENCE:

• Proven experience in executive administration or a similar role supporting senior leadership.
• Strong writing, editing, and proofreading skills.
• Ability to manage confidential information with discretion and professionalism.
• Proficiency with Microsoft Office Suite and other office systems.
• Highly organized with strong time-management skills and attention to detail.
• Experience in Indigenous-led organizations or non-profit administration is an asset.
• Knowledge of Métis culture, values, and governance structures is considered a strong asset.
  Note: MCSBC is exempt and may give preference to hiring Métis applicants under Section 16 of the Canadian Human Rights Act.

ABOUT THE ROLE:

The Executive Assistant provides high-level administrative and operational support to the Executive Director (ED). This position serves as a key liaison among internal staff, board members, and external partners. The Executive Assistant ensures effective communication, manages sensitive information, supports organizational governance, and assists in driving strategic initiatives forward.

RESPONSIBILITIES:

• Act as primary point of contact for the ED with internal staff, Board of Directors, funders, and external partners.
• Manage ED’s calendar, schedule and confirm meetings, and ensure meetings are properly set up (including refreshments/snacks and materials).
• Draft, format, proofread, and edit a variety of documents including correspondence, reports, presentations, proposals, and publications.
• Review and organize incoming mail and electronic communications; ensure timely distribution and follow-up.
• Prepare agendas, take accurate minutes, and manage follow-ups for organizational, management, and board meetings.
• Arrange travel and accommodations for ED, board members, and guest facilitators as required.
• Review reports and documents for funder contracts prior to ED sign-off.
• Assist with compiling data, statistics, and research to support grant applications, program development, and strategic planning.
• Support project timelines, budgets, and deliverables for agency-wide initiatives.
• Support with hiring and onboarding processes, including interview coordination and new hire documentation.
• Maintain and update office systems, policies, and procedures in collaboration with managers and HR.
• Coordinate staff appreciation events, conferences, workshops, and team-building activities.
• May provide training or oversight to administrative staff in office procedures and software use.
• Chair and facilitate the Occupational Health and Safety Committee, ensuring compliance with all safety standards and regulations.
• Coordinate building maintenance at all MCSBC sites; source and liaise with contractors, obtain quotes, and oversee scheduling.
• Assist with purchasing and sourcing of suppliers for office and program needs
• Oversee the care, scheduling, and maintenance of company vehicles, ensuring they are safe, insured, and compliant with regulations.
• Support the ED in building Métis service capacity, including toward delegated service delivery.
• Lead or support small projects across departments, including Mamawapowin and Aboriginal Head Start, ensuring timelines and objectives are met.
• Assist with policy and procedure updates and contribute to agency planning and evaluation processes.