• An exceptional organization with a firm commitment to our people and passion for our community 
• Become a vital part of a forward-thinking, inclusive, and diverse team that values every perspective

About the District of Port Hardy

Come “Live the Adventure” with us! Located on the northernmost tip of beautiful Vancouver Island, on the traditional territory of the Kwakiutl people, Port Hardy is a wilderness paradise with tremendous outdoor assets, including world-class diving, sports fishing, caving, kayaking, and hiking. Affordable housing, clean air, and a welcoming community make Port Hardy a great place to work, play, and live.

To learn more about us, please visit: porthardy.ca/

About the Opportunity

Working/Reporting directly with the CAO, the Executive Assistant provides a wide range of administrative and executive-level support and acts as the primary point of contact to the offices of the CAO, Mayor and Councillors.

Your responsibilities include, but are not limited to:

• Efficiently manage the CAO’s email and calendar and provide executive support in a personalized working relationship while responding to and directing general inquiries.
• Act as a key liaison to the senior management team, facilitating seamless communication and coordination.
• Coordinates executive outreach and external relations efforts, ensuring a cohesive and impactful organizational presence.
• Plan and execute staff and Council functions, including parties and meals for meetings, contributing to a positive working environment.
• Operate in a confidential environment, demonstrating high tact, integrity, and confidentiality.
• Establish and nurture internal and external constituent relationships to enhance organizational connectivity.
• Support the CAO in driving strategic priorities by performing various administrative tasks, undertaking special projects, and providing functional guidance to administrative support staff.
• Assist with social media and website updates, along with the administration of the calendar of events, including proclamations.
• Handle correspondence, interoffice, and incoming mail precisely and manage requests effectively.
• Arrange travel for the CAO, Mayor, and Council while processing travel claims for all District staff, contractors, and volunteers.
• Prepare notices and quarterly newsletters, contributing to effective communication within the organization and the public.
• Manage and direct public comments appropriately, ensuring a responsive and engaged approach.
• Assists the Corporate Services Department with filing as needed, contributing to organizational efficiency.
• Takes on other exciting duties as assigned, showcasing adaptability and a proactive approach to contributing to the team.

Reporting directly to the Chief Administrative Officer, this role assumes a pivotal responsibility for efficiently administrating day-to-day operations within the Office of the Mayor and Chief Administrative Officer. The incumbent is entrusted with leveraging extensive knowledge of municipal government to foster an effective and organized office environment. Engaging in substantial interactions with municipal, provincial, and federal stakeholders, elected officials, and the public, this position demands an individual with a blend of confidential tact, political understanding, and an unwavering work ethic.

The Ideal Candidate will have 

• Demonstrates exceptional interpersonal skills, fostering positive communication with the management team, staff, users, committees, Council, and the community.
• Exhibits strong leadership prowess, focusing on elevating organizational culture and enhancing communication among employees. 
• Displays sound judgment, maintains discretion and confidentiality, and adeptly manages multiple priorities from various sources. 
• Holds a Post-Secondary Education in Office Administration or an equivalent field, underlining a commitment to professional development. 
• Brings a wealth of experience with at least three to five years in an executive or senior administrative role, showcasing a proven track record of competence. 
• Possesses excellent office management skills, including adept calendar management, meticulous email tracking, and effective time management to meet critical and irregular deadlines.
• Demonstrates keen attention to detail, ensuring precision in all tasks and responsibilities.
• Exhibits strong decision-making skills and a proactive approach to problem-solving, contributing to a solution-oriented work environment.
• Showcases an advanced level of proficiency in Microsoft Suite applications, highlighting technological expertise. 
• Proficient in ZOOM/Teams, with an understanding that advanced proficiency is considered an asset.
• Experience in a municipal government setting is advantageous, bringing additional insights and familiarity with relevant processes. 
• Or an acceptable combination of education, training, and experience, emphasizing a flexible and adaptable approach to qualifications.

Above all, we value an adventurous attitude and entrepreneurial spirit to drive our District forward while upholding our culture of collaboration. 

About the Benefits

In exchange for your hard work and dedication, you will receive 28.51p/h-31.80 p/h, depending on experience,  based on a 35 hour work week, along with a great host of benefits, including:

• Extended health care and dental
• Short-term and long-term disability insurance
• Life insurance and AD&D
• Employee Family Assistance Program 
• Access to TELUS Health
• Pension plan
• Legal advice and counsel for staff (30 minutes at a time)
• Vacation is prorated in the first year up to 10 days, 14 days in year two and in years three and four, it increases to 16 days.
• Regular holiday parties, various employee appreciation events, and more! 

If you want to progress your career with the District of Port Hardy,

Position open until filled.