Executive Assistant, Council and Committees

This is a fast-paced, high-level position within the executive office at the BC Nurses’ Union. The incumbent is responsible for delivering administrative support for the BCNU’s Council (Board) and their committees to enable Council to efficiently and effectively fulfill their governance responsibilities. This position requires a proactive individual committed to service excellence, with an emphasis on project management, event planning and technological skills.

As priorities can shift quickly, the EA must be able to cope with unpredictability and have the ability to multi-task and deliver on deadline. Irregular and/or long hours around meetings and events may be required. Significant diplomacy, political acumen and professionalism is required as the individual is expected to communicate and work with a variety of staff, senior BCNU leadership, elected member representatives and external contacts.

Confidentiality and discretion are critical in this role.

• Meeting Preparation: Works closely with the President and Manager, Board Relations to plan Council meetings, including creating and distributing board packages.
• Meeting Support: Attends Council and assigned committee meetings to serve as primary staff support, ensuring both in-person and virtual components run smoothly.
• Minutes and Action Items: May take and prepare meeting minutes and/or other relevant information. Follows established process for approval, distribution and follow-up on action items.
• Document and Knowledge Management: Organizes and maintains records, terms of reference, committee lists and meeting minutes/action registries, and files, as required.
• Onboarding and
  
  Education:
  
  Assists with onboarding new Council members and organizing ongoing Board education sessions.

• Daily Administration: Provides administrative duties for Council and assigned committees including, but not limited to, meeting calendars, drafting various documents (e.g. spreadsheets, presentations, correspondence), and distributing resources.
• Travel and Event Logistics: Arranges travel, accommodation, and catering; researches venues for Council functions as required and handles Council logistics for major union events such as the BCNU and CFNU Conventions.
• System Improvements: Establishes administrative systems and processes, and proactively implements improvements to effectively and efficiently manage current workflows and anticipated future requirements.
• Financial administration: Be familiar with BCNU member funds and related administrative processes, and other Council-related processes (e.g. Board Development requests) and action requests if required.
• Travel: Will be required for Council and other related meetings and activities where necessary.

• Relationship Management: Maintains respectful and collaborative relationships with Council members, senior leadership, union members, and external contacts.
• Confidentiality and Privacy: Exercises high-level professionalism with internal and external parties and maintains strict confidentiality with all materials.
• Project Support: May assist elected officials or senior executives with organizational initiatives and special Council-related projects or events as assigned.
• Team Backup: Works collaboratively within the Executive Assistant team and provides backup coverage as assigned.
• Other Duties: Assigned as required to support operational needs.