Health & Wellness Executive Assistant

Position Summary
The Health and Wellness Executive Assistant provides comprehensive administrative and operational
support to the Director and a broader Health and Wellness team. This position serves as a central
point of contact for internal and external stakeholders and is responsible for the coordination,
communication, and execution of a wide range of administrative duties and departmental initiatives.
The Executive Assistant ensures the smooth operation of daily functions and contributes to the
overall effectiveness of the department’s health promotion activities, programs, and services.

Duties and Responsibilities

• Serve as the first point of contact for all inquiries related to Health and Wellness operations,
  coordinating meeting requests, information dissemination, and interdepartmental communication.
• Support the coordination and management of departmental projects, ensuring timelines, resources,
  and deliverables are effectively monitored and documented.
• Address inquiries regarding departmental programs and services, referring individuals to
  appropriate personnel or resources when necessary.
• Respond to general telephone and in-person inquiries, directing calls and messages to relevant
  staff members as appropriate.
• Receive, open, log, coordinate, and distribute all incoming mail, correspondence, and deliveries
  relevant to the department.
• Draft, organize, and distribute internal and external communications, including meeting
  announcements, community notices, schedules, and event invitations.
• Attend all Health and Wellness meetings and conference calls; accurately record and draft
  meeting minutes, document action items, and ensure timely follow-up.
• Prepare and assemble reports, presentations, and administrative documents as required by the
  Director or departmental needs.
• Perform accurate data entry and maintenance of departmental records using Xyntax
  software.
• Develop, organize, and maintain comprehensive electronic and physical filing systems; ensure
  archiving of outdated or obsolete materials.
• Create standardized forms, templates, and process documentation to support departmental
  efficiency and consistency.
• Assist in the preparation and processing of financial documentation, including but not limited
  to honoraria, purchase orders, cheque requisitions, travel forms, and reimbursement claims.
• Provide logistical and administrative support for medical transportation coordination and
  associated documentation.
• Support the Health and Wellness team during events, which may include event planning, purchasing
  supplies, and on-site assistance.
• Undertake additional duties as assigned by the Director or delegated authority, in alignment
  with departmental goals.
• Other duties as assigned.

Requirements

• Diploma or degree in Office Administration, Health Administration, or a related field; an
  equivalent combination of education and experience will be considered.
• Minimum 2–3 years of progressive administrative experience, preferably in a healthcare or
  community wellness setting.
• Proficiency in Microsoft Office Suite and familiarity with Xyntax software is an asset.
• Demonstrated organizational, multitasking, and time management skills with a high degree of
  accuracy and attention to detail.
• Strong interpersonal and communication skills, both verbal and written.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Capacity to work independently, exercise sound judgment, and adapt to evolving
  priorities.
• Valid driver’s license and ability to assist with transportation or supply pick-up as
  required.
  Working Conditions:
• Regular office hours are Monday to Friday 8:30am-4:30pm unless otherwise directed.
• This position may require occasional evening or weekend work to support events or urgent
  matters.
• May involve light lifting (e.g., event materials, supplies).
• Office-based with occasional travel within the community.
  

How to Apply
Apply by submitting your resume and a cover letter detailing your relevant experience and interest
in this role to [email protected].

Cheam First Nation is an equal opportunity employer and is committed to fostering a respectful,
inclusive, and culturally safe workplace. We welcome and encourage applications from all qualified
individuals, including Indigenous Peoples, women, persons with disabilities, members of visible
minorities, and persons of all sexual orientations and gender identities.

As an Indigenous organization, preference will be given to qualified Indigenous applicants (First
Nations, Métis, and Inuit). All applicants are encouraged to voluntarily self-identify in their application if they are a member of an equity-deserving group.

Thank you for your interest in joining our team at Cheam. We appreciate the time and effort you
have taken to apply for this role. Please note that only candidates selected for an interview will be contacted. We thank all applicants for their interest and encourage you to apply for future opportunities that match your qualifications.