POSITION SUMMARY

Seabird Island is committed to fostering organizational excellence and supporting our leadership in achieving strategic goals. We are dedicated to creating a culturally safe and inclusive environment that respects and values Indigenous knowledge, traditions, and ways of being. We are seeking an Executive Assistant to join our team, working collaboratively to provide high-level administrative support and coordination for the Director of Community Infrastructure.
Reporting to the Director of Community Infrastructure, the Executive Assistant – Infrastructure, provides culturally informed administrative support to leadership and stakeholders. This role involves multitasking of managing the Director’s schedule, coordinating meetings, preparing agendas, and maintaining confidential records and documents.
The Executive Assistant will also assist with financial tracking, deadline monitoring, and ensuring the smooth operation of daily administrative tasks while supporting the Director in delivering efficient and effective services for the community

WHAT YOU’LL DO

• Manage the Director’s calendar and meetings, including scheduling, agenda preparation, room booking, catering, minute-taking, and follow-up coordination across teams and stakeholders.
• Monitor and manage all incoming communications (email, mail, documents) directed to the Director, ensuring timely review, appropriate routing, and coordinated follow-up. .
• Draft, prepare, and finalize a wide range of written materials, including confidential correspondence, meeting minutes, briefing reports, grant proposals, business cases, and project updates, ensuring accuracy, cultural relevance, and alignment with organizational goals.
• Maintain and improve document and information management systems, including electronic/paper filing, shared drives, naming conventions, and templates, to ensure secure, consistent, and accessible storage of project and organizational records.
• Track and monitor infrastructure project timelines, milestones, tasks, and risks using digital tools; ensure timely follow-up, stakeholder communication, and escalation of critical issues to leadership.
• Support financial administration for assigned programs, including expense reports, and assisting with budget preparation and tracking.
• Serve as a central coordination point across departments, supporting day-to-day operations, facilitating communication, managing service requests, and ensuring follow-through on interdepartmental initiatives.
• Respond to general inquiries and redirect telephone calls to appropriate staff or departments.
• Assist with compliance and regulatory requirements for infrastructure projects, such as permits, inspections, and reporting standards.
• Research and provide insights on best practices, funding opportunities, and innovations related to infrastructure development and maintenance.
• Manage data collection and analysis for infrastructure-related projects, creating dashboards or reports for leadership review.
• Assist in the development of strategic infrastructure plans, including identifying priorities, timelines, and budgetary needs

OTHER DUTIES

• Additional responsibilities as needed to support the community and uphold our shared values.