Executive Assistant Department of Huuḥtakšiiḥinʔaała - Education and Youth

Position Summary

Reporting to the Director of the Department of Huuḥtakšiiḥinʔaała (We Are Always Learning) – Education and Youth, the Executive Assistant provides both administrative and executive-level support to the Department of Huuḥtakšiiḥinʔaała. This position plays a key role in ensuring smooth departmental operations while supporting the Director in scheduling, communications, meeting coordination, minute-taking, and project coordination. The Executive Assistant is responsible for managing communications, preparing documentation, assisting with program logistics, and supporting initiatives that serve Yuułuʔiłʔatḥ citizens across the lifespan. This position will work closely with education and youth staff, Elders, families, and other departments to support culturally grounded, lifelong learning.

Primary/Core Responsibilities

Performs all duties and responsibilities in accordance with the Yuułuʔiłʔatḥ Government policies, standards, practices and procedures, as directed by Director of Huuḥtakšiiḥinʔaała (we are always learning) Education and Youth

Administrative Support

• Manage scheduling, calendar coordination, and meeting logistics for the Director and Managers.
• Prepare and distribute agendas, take meeting minutes, and follow up on action items.
• Draft, format, and proofread internal and external correspondence, reports, presentations, and planning documents.
• Organize and maintain department records, files, and financial tracking spreadsheets. Process purchase orders, issue payment requisitions, and support budget tracking for departmental programs.
• Ensure adherence to Government procedures, reporting requirements, and privacy standards.

Program Planning and Coordination

• Support the Director and team in planning, developing, and implementing education and youth programs
• Act as the initial point of contact for students and applicants seeking education or training funding.
• Track student eligibility, program budgets, and reporting requirements using organized spreadsheets and databases.
• Prepare annual education funding packages, post-secondary information, and assist with intake and follow-up communications.
• Assist with funding applications, grant reports, and strategic planning documents
• Track program timelines, registrations, and deliverables, ensuring smooth operations
• Coordinate travel, honoraria, and logistics for youth events, Elder involvement, and education partners
• Act as a liaison between the department and internal/external stakeholders, including schools, families, and community members

Operational Coordination and Collaboration

• Support the Director and Managers in preparing department-wide documents, including workplans, program calendars, and grant submissions.
• Collaborate across departments such as Culture and Language, Social Services, and Lands to ensure coordinated service delivery.
• Contribute to internal improvement processes by identifying workflow efficiencies and supporting planning cycles.

General Office Administration

• Provide responsive and respectful communication to Yuułuʔiłʔatḥ citizens, families, and partners, supporting inquiries in person, by phone, and by email in a timely manner.
• Manage routine and ad hoc correspondence with stakeholders including families, schools, students, and community members.
• Maintain current filing systems (digital and paper) and assist in the development of tracking tools for student services and program monitoring.
• Perform other duties as required or assigned by the Director of Education and Youth.

Performs other duties and responsibilities as necessary in the performance of the position, and as assigned by the Director.

Qualifications

Training, Education and Experience

• Grade 12 plus post-secondary certificate or diploma in office administration, business, Indigenous studies, or related field
• Additional training in program planning, project coordination, or cultural safety is an asset
• Minimum 2 years experience in administrative or executive support roles, ideally in education, youth programming, or Indigenous governance
• Familiarity with post-secondary, youth, or community learning programs preferred
• Valid Class 5 BC Driver’s License
• Satisfactory criminal records check (vulnerable sector)

Knowledge, Skills and Abilities

• Demonstrates respect, cultural sensitivity, and a collaborative mindset
• Excellent written and verbal communication skills, including formatting professional reports and presentations
• Organized, detail-oriented, and able to manage competing priorities and timelines
• Strong interpersonal skills with the ability to work with youth, Elders, families, and staff
• Comfortable working independently and as part of a team
• Excellent client service skills. Friendly, positive, responsive, and helpful.
• Ability to exercise a high degree of professionalism and confidentiality.
• Able to work independently with minimal day-to-day supervision as well as working within a collaborative team framework.
• Strong computer skills including MS Office.
• Genuine respect for Yuułuʔiłʔatḥ traditions, culture and protocols.

Working Conditions

Work is performed primarily in an office environment. Occasional travel to attend meetings or training is required.