North Island Employment is currently accepting applications for a full-time, in-office Executive Assistant
working in our Campbell River office but providing service to our Port Hardy office as well. This is an
excellent opportunity to work in an exciting, client-centered career with an award winning organization! As
a diverse and inclusive employer we are always open to hearing from anyone interested in the great work
we do with our clients, employers and the community!

Who we are…
Connecting people with work since 1986. With 37 years in business, North Island Employment is a
cornerstone in communities building extensive partnerships with businesses, other organizations,
communities and individuals in Campbell River and across Vancouver Island North. These partnerships
are integral to our ability to assist people to build self-sufficiency through active and sustainable participation
in the labour market and assist employers to hire the right people, with the right skills at the right time
contributing to a strong, resilient and healthy community.

As an award winning organization, North Island Employment is a respected leader in workforce
development and has been the recipient of numerous nominations and awards that include Business of the
Year and Diversity Leadership by the Campbell River Chamber of Commerce; twice being recognized as
Career Development Organization of the Year by the BC Career Development Association; and
Employment Organization of the Year by the Association of Service Providers for Employability and Career
Training.

Our culture is one of personal and professional excellence, mutual respect, collaboration and commitment
to people and community. In addition competitive wages, extended health and dental, health and sick days,
RSP matching, and 3 weeks’ vacation to start, are part of the total compensation package for eligible staff.

Why Campbell River…
Voted one of the Best Cities for Work in B.C. by BC Business magazine in 2018 and surrounded by majestic
mountains and spectacular views of Discovery Passage, Campbell River offers a rare combination of a
welcoming small town feel with large city amenities. From summer markets and events in Spirit Square to
a very active arts and culture community to year-round world class recreational opportunities and affordable
housing options, Campbell River is unparalleled.

If you are looking for a change in lifestyle then Campbell River and the North Island won’t disappoint!

Check out all the great things Campbell River has to offer by visiting:
http://www.campbellriver.ca/discover-campbell-river or https://www.campbellriver.travel/

Who you are…
As a professional you pride yourself on the following attributes:
 You genuinely enjoy working with a diverse range of people and personalities (staff, clients,
community, vendors).
 You don’t quit until the job is done even if that means working outside of regular hours on occasion.
 You love the details and aren’t afraid to ask questions.
 You are highly organized and have the ability to consistently manage your time and never miss a
deadline.
 You keep your working space tidy and professional.
 You love to learn new technologies, programs, policies and ways of doing.
 Ability to adapt and thrive in an environment where change is the norm.
 You are a process thinker who is always looking for better ways of doing things but communicate
your ideas in a respectful manner which means you rarely get flustered.
 You appreciate the ability to work with minimal direction and supervision and are highly skilled at
anticipating the needs of the organization and senior management team without prompting.
 Your sense of humor and collaborative approach to the team you work with make people want to
work with you.

The Role…
The Executive Assistant position reports to the Executive Director but supports the entire Management
team. This position is the first point of contact and assists with the coordination of the day to day office
operations and logistics for both Campbell River and Port Hardy offices. This position consists of
coordinating two key areas of operation: building access and vendor relations (as the point of contact for
our building maintenance contractor Pacific Quorum); working closely with the Executive Director and the
Management team with preparation of documents and scheduling; and with the Executive Director with
overall coordination of documents and meetings of NIEFS Board of Directors.
This position requires a demonstrated ability to ensure information is kept confidential at all times. In
addition, given this role works across the organization the ability to be diplomatic and work with a diverse
staff in a professional manner through respectful communication is absolutely essential.

Key Duties and Responsibilities:
Board of Directors & Community Partnerships
 Work closely with the Executive Director on coordinating the confidential activities of the Board of
Directors including: document preparation (i.e. agendas; meeting minutes; manuals; board
packages etc.);
 Coordinating Board of Director events including: annual socials; retreats; and regular and executive
board meetings. This includes renting space, organizing catering, creating agenda packages etc;
 Disseminating approved information and receiving communications from the Board on behalf of the
Executive Director;
 Work closely with the Management Team in scheduling and preparation of community based
partnership meetings and events (i.e. room booking and set up; arranging food/drinks; greeting and
directing guests etc.);
 Perform other related duties as required.

Scheduling & Coordination
 Working closely with the Management Team and Client Services Coordinators on scheduling for
the following: staff; rooms (i.e. sub-contractors; client training bookings; community room
rentals/usage; Board meetings; etc.); parking etc.;
 Coordinate all approved travel, conference and event reservations;
 Collaborating on the coordination of office events (i.e. staff meetings; holiday parties; etc.);
 Development of standardized office documents; manuals; and training materials;
 Organize and manage the N: Drive (our internal cloud based document file system) to eliminate
duplication and removal of out of date documents in collaboration with the Management Team;
 Organize and manage the client file room and the staff file room (i.e. labeling; incoming faxes etc.);
 Maintaining office inventory and ordering supplies in a fiscally responsible manner (i.e. paper, pens,
bathroom supplies etc.).

File Maintenance, Building Access and Human Resource Support
 Maintain human resource files and ensure they are always up to date;
 Work with the Management Team to update job descriptions, job postings and HR Handbook on
an as needed basis;
 Post job postings and track applicants for open positions and schedule interviews for shortlisted
candidates;
 Collate all new hire packages for onboarding of new staff;
 Manage the overall access to the building including: keys; alarm codes; parking access etc. tracking
new employees; departing employees; and contractors;
 Development of standardized building use and access documents with a focus on safety and
security for all users;
 Coordinate and organize office phone systems including: acting as the main point of contact for
external service providers (i.e. Quinsam Communications); new user extensions; office
moves/changes; voicemail etc. and take the initiative to suggest new systems.

Key Competencies:
 Values. Behaves consistently with clear personal values that complement NIEFS’s values of
excellence, diversity, and respect.
 Integrity & Ethics. Ensures integrity in personal and organizational practices and professional
behavior. Builds a respectful and client-centered workplace committed to maintaining privacy and
confidentiality.
 Innovation. Thinks creatively; is open to new ideas and technologies. Is committed to developing
effective and new approaches to service excellence. Is flexible and adaptable to meeting everchanging demands of clients, funders, employers, and other community stakeholders.
 Accountability. Accepts and creates a culture of accountability; fosters personal growth; takes
personal ownership and initiative. Is self-aware and demonstrates a commitment to ongoing
learning and continual improvement in a highly complex environment.
 Engagement. Shows passion for the job and the mission of North Island Employment.
 Effective Communication. Fosters open communication, actively listens to others, speaks
effectively and respectfully, and prepares written communication so that messages are clearly
understood.
 Organized & Efficient. Plans ahead and works in a systematic and organized way. Follows policy,
directions and procedures and ensures deliverables are met on time and according to agreed
standards.