Job Details

ORGANIZATION SUMMARY

The First Nations Health Foundation (FNHF) is the philanthropic partner to the First Nations Health Authority (FNHA), raising funds to transform health outcomes and achieve health equity for First Nations people in BC.

POSITION SUMMARY

The Executive Assistant & Administrator is an integral part of the Foundation Team and is a key position as it is the first point of contact for donors, volunteers, FNHA staff, and the public. It requires a positive, friendly individual who embodies a can-do attitude and the ability to work effectively within a dynamic team setting. This role also requires strong project coordination and implementation, organizational, and time management skills.

The Executive Assistant & Administrator must demonstrate a high degree of professionalism, initiative, and independence, as well as the ability to work under pressure and adapt to changes and shifting deadlines. The position requires meticulous tracking and follow-up on various action items, and must ensure the completion of assignments or tasks in a timely manner on behalf of the Executive Director. Flexibility, responsiveness, and rapid availability are essential. This role is primarily office-based, with most responsibilities requiring an in-office presence.

We encourage Indigenous applicants with diverse backgrounds and experiences. We value transferable skills and welcome the opportunity to support and train individuals who are passionate about learning and contributing to the non-profit sector. Join us as we work together to grow both your skills and our impact.

Please download the full posting here: https://fnhfoundation.ca/20241218_pd_executive-assistant-and-administrator_final/

To apply, please send your cover letter and resume, as a single document, with subject line “Executive Assistant & Administrator” to us at foundation@fnha.ca by 11:59pm on January 5th, 2025.

Job Description

Principle Duties and Responsibilities

1. Develops, implements, monitors and improves operational systems, procedures, processes, and service standards for the Foundation office.
2. Provides administrative support for the Executive Director, the FNHF Board and Committees, and the FNHF Member or FNHF Member Designate Representative.
3. Coordinates and oversees the organization of Foundation meetings and presentations.
4. Tracks all incoming and outgoing correspondence and documents and files as necessary.
5. Supports donor relations.
6. Ensures appropriate information and follow up actions are tracked as part of gift management.
7. Composes, proof-reads, and edits correspondence.
8. Makes travel arrangements and completes all related travel authorizations and expense reimbursements on behalf of the Executive Director.
9. Supports the Foundation office with budget development and monitors expenditures, expense reimbursements and invoices. Completes purchase requisitions / on-line purchasing and forwards for processing. Ensures invoices are authorized and submitted for payment.
10. Provides oversight to the recording and tracking of vacation/sick time, leaves of absence, claims issues for all staff; and administers leave of absence requests, documentation, approval and communication of leave days as per FNHF procedures.
11. Support and attend FNHF events as requested.
12. Handles confidential information with trust, professionalism and confidentiality.
13. Performs other related duties as assigned.

General
• Strong attention to detail and accuracy with a commitment to high quality work
• Excellent planning, organizational and time management skills
• Demonstrated problem solving skills, with a creative, energetic, and flexible approach
• Possesses excellent judgment and discretion in dealing with confidential and sensitive matters

Experience
• Relevant, recent and significant experience in an operational or administrative management capacity, including provision of services to senior/executive level staff
• Experience
o developing and maintain administrative systems, processes and procedures
o working in a fast-paced and evolving environment
o in exercising a high level of integrity and discretion in interacting with senior level management, professionals, major donors, and a diverse community of stakeholders
o working with BC First Nations communities and/or organizations
o utilizing a variety of office tools including Microsoft Office suite
o working with software and databases, such as Raiser’s Edge NXT or Aprio
o handling sensitive and confidential information in a trusted and responsible manner

WHAT WE OFFER
A competitive salary as well as:
• Pension plan with an employer contribution
• 3 weeks’ vacation, which increases with service, plus 3 personal days, 1 volunteer day, and 14 public holidays
• Access to group health benefits through Canada Life
• And more!