Executive Assistant

Executive Assistant

Vanderhoof is a friendly and welcoming rural community located in the geographical centre of British Columbia and is at the “Heart of it All” when it comes to lifestyle and employment opportunities. With a population base of roughly 4,500, and serving a larger area of nearly 10,000, Vanderhoof is an active community with great indoor/outdoor recreation facilities and trails. Vanderhoof is situated along Highway 16 (Yellowhead Highway), and located an hour west of Prince George, BC.

Reporting to the Chief Administrative Officer (CAO), the Executive Assistant plays a key role in supporting the day-to-day operation of the Administration Department, providing administrative and clerical support, including handling sensitive political and human resource issues, researching and compiling background information, arranging meetings and appointments, assisting with records management, responding to and/or redirecting inquiries/communications, and completing special projects.  The Executive Assistant supports Mayor and Council and the Chief Administrative Officer. 

DUTIES

• Provide comprehensive executive-level administrative support to the CAO, including managing calendars, correspondence, receiving and responding to telephone and public inquiries and meeting coordination.
• Draft, proofread and manage confidential reports, minutes, presentations, and other documents, ensuring accuracy and compliance with municipal standards.
• Coordinate and support Mayor and Council in collaboration with the Corporate Officer and other municipal departments.
• Attend necessary meetings and records minutes and actions items.
• Track and follow up on action items, key initiatives, projects, and correspondence to ensure timely completion and appropriate reporting.
• Schedule and organize meetings for the CAO and Mayor and Council, including ordering supplies and food as needed for meetings.
• Prepare meeting information materials in advance of any necessary meetings.
• Assist with preparing Council highlights.
• Process invoices for authorization and payment. 
• Assist in the preparation of strategic planning documentation and operational reports.
• Monitor communications and respond on behalf of the CAO when appropriate.
• Support the coordination of special events, public engagements and intergovernmental meetings as needed. 
• Liaise with elected officials, department heads, community organizations, and the public on behalf of the CAO.
• Maintain filing systems in accordance with the LGMA Records Management System and ensure secure handling of confidential and sensitive information. 
• Arrange business travel logistics including registrations, flights, accommodations, and transportation and coordinates all expense reconciliations for the CAO and Mayor and Council.
• Assist in researching and drafting bylaws, policies and procedures.
• Prepare the annual report.
• Assist in researching and writing grant funding applications on behalf of the District when necessary.
• Responsible for maintaining the website, electronic sign and social media pages, including the YouTube channel.
• Assist with the AV system during meetings and provide technical support when necessary.
• Maintain discretion and confidentiality in all matters relating to the office.
• Provide coverage for the Corporate Officer as and when required.
• Act as Deputy Chief Election Officer for Municipal elections or referenda
• Provide administrative support to Human Resources, when necessary.
• Perform other assigned duties as required.

SKILLS

• Demonstrated interpersonal skills and the ability to provide exceptional customer service to elected officials, staff, and the public.
• Superior time management and organizational skills.
• Provides excellent customer service to internal and external customers.
• Ability to provide work that reflects the highest standards of accuracy and detail. 
• Ability to act with tact and discretion around sensitive issues or situations and to maintain strict confidentiality as may be required or appropriate.
• Ability to demonstrate excellent written and non-written communications skills.
• Ability to manage competing priorities.

QUALIFICATIONS

• Grade 12 graduation;
• Certificate in Office Administration;
• Local government courses are desired;
• A minimum of two (2) years’ experience of administrative experience supporting senior staff;
• Excellent written and verbal skills with a strong knowledge of business English including sentence structure, grammar, and punctuation;
• Advanced knowledge of and experience using Microsoft Office and other common computer programs;
• Advanced keyboarding skills;
• Technical skills to assist with software and hardware issues;
• Experience in minute taking is desired;
• Experience with social media and website management is preferred;
• Exceptional attention to detail, time management and organization skills are considered an asset;
• Able to work a flexible work schedule, working outside of regular hours to attend meetings;
• Experience working in a municipal government environment is desired;
• A valid Class 5 BC Driver’s licence, with a clean driver’s abstract; and
• Clear police information search (not required as part of application).

This is a regular full-time exempt position that offers an attractive benefits package including flex time.  The position is scheduled to work 35 hours per week with a salary range of $62,084 to $72,928 per annum. 

The District is committed to diversity, equity and inclusion.  We invite all qualified candidates to apply.  Please submit your resume and driver’s abstract by September 8, 2025 at 4:30pm.  

We want to thank all applicants; however, only those chosen for an interview will be contacted.