Executive Administrative Assistant

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.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.A DAY IN THE LIFE - ROLES AND RESPONSIBILITIES:Manage the Executive Director's calendar, including scheduling appointments and coordinating meetingsSchedule 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 coordinatedArrange travel bookings for KAFS staff and Board members, including flights, accommodations, and itinerariesSupport 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 preparationProcure office supplies, equipment, and furniture as requiredOrganize and schedule staff and management meetings, including agenda preparation, minute-taking, and the distribution of documentsServe as a liaison between KAFS management and external organizations, managing communications and responding to information requestsProcess and manage membership applications, including Board of Directors memberships and associated feesDraft, edit, and proofread reports, presentations, spreadsheets, and other professional documentsMaintain an organized and accessible filing and records management systemProvide basic IT support to KAFS staff, troubleshooting technical issues and coordinating with external IT providers when neededMonitor and update the KAFS website and social media platforms to ensure information is accurate, current, and reflective of KAFS programs and servicesPerform other related duties as required to support the smooth and effective operation of KAFSRequirementsOffice Administration Certificate or equivalent Minimum of three years of experience providing comprehensive administrative support and services to a team, including senior managementExperience working within an Indigenous or Aboriginal-centered organization is strongly preferredOUR "MUST HAVES" THAT MAKE YOU GREAT:Ability to adapt to shifting priorities and work efficiently in a dynamic environmentStrong attention to detail with excellent organizational skills in all areas of workExceptional written and verbal communication skills, with the ability to tailor communication to different audiencesSkilled in time management and task prioritizationSelf-motivated and capable of meeting deadlines with minimal supervisionProfessional, diplomatic, and discreet, with the ability to handle confidential matters with care and understandingStrong problem-solving skills and a proactive approach to identifying and implementing solutionsSolid understanding of administrative processes, document management, and related best practicesProficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and familiarity with video conferencing platforms such as Zoom and MS TeamsDemonstrated ability to balance professionalism, attentiveness, accuracy, and adaptability across all responsibilitiesBenefits$26- $30/hour, based on skill set and experienceGroup benefits including extended health, dental, and visionEmployee Assistance ProgramPaid Time OffWellness Days OffPreference 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).