Administrative Advisor - Duncan, Canada - Cowichan Tribes

Cowichan Tribes

Verified Company

Duncan, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Cowichan Tribes

Administrative
Advisor:

Reference No. ADM-ADM-AA-0324

PURPOSE:

Reporting to the Deputy Chief Administrative Officer (DCAO), the Administrative Advisor provides a full range of high-level administrative support to the Chief Administrative Officer and Deputy Chief Administrative Officer (DCAO).

This is a full time, 35 hour per week permanent position with some local travel required.

COMPENSATION AND BENEFITS:
Cowichan Tribes offers an excellent benefit and pension plan available after successful completion of the probationary period. The position includes paid training, paid vacation and paid sick leave. Depending on experience, the position starts at $ $39.08 per hour ($67, $71,130.48 annually).

RESPONSIBILITIES:

Prepare documents, such as letters, correspondence, memos, contracts, reports, and proposals for the CAO and DCAO's review and approval
Conduct research and create regular reports.
Update internal databases
Keep the CAO and DCAO's calendars updated, including adding events, scheduling, coordinating and rescheduling appointments as needed
Maintain electronic and paper documents and filing system
Oversee flow of information and ensure time sensitive matters are brought to the attention of CAO and DCAO
Track, and distribute a variety of internal paperwork, such as finance and human resources documents, and meeting minutes
Support the CAO and DCAO in a variety of administrative duties such as copying, filing, and binding
Relay messages and direction to Directors from the CAO and DCAO
Act as the point of contact between community and the CAO and DCAO
Record and transcribe meeting minutes as directed by the CAO and DCAO
Coordinate meeting details, such as preparing the agenda, confirming member attendance, securing a meeting location, and other relevant details as required
Coordinate travel and accommodations for offsite meetings and training
Suggest more efficient ways to run the office and troubleshoot malfunctions
Review and recommend changes to policies
Collaborate with the Events Coordinator to oversee community and department event details, such as agenda, participants, location, and other relevant details
Other related duties as required

EDUCATION
AND
EXPERIENCE:
_(please_
_attach_
_all_
_required_
_documents)_**- Certificate in Business Administration or equivalent training or experience is required

Diploma in Business Administration or equivalent training or experience is considered an asset
3 years' experience in high level Administrative support
Experience working in a First Nations community is an asset
Satisfactory Criminal Record Check
BC Class 5 Driver's License and Driver's abstract
Effective December 1, 2021: full vaccination against COVID19 is required to be eligible for employment at Cowichan Tribes. Employees must show Proof of Vaccination as a mandatory condition of employment

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of Cowichan Tribes programs
Solid experience of proper document preparation
An understanding of the Cowichan Tribes cultural protocols, and cultural, political, business and operating environments is a strong asset
Extensive knowledge of Microsoft Office programs, online platforms and cloud systems
Ability to research and compile detailed information
Strong oral, written, presentation, and interpersonal communications, organizational skills, and problem solving skills
Experience exercising discretion and confidentiality with sensitive company work
Time management with the ability to multitask different tasks simultaneously
Flexible and willing to carry out additional duties during periods of high workload or covering leaves of absence, illness, or emergencies

Reference #ADM-ADM-AA-0324
Cowichan Tribes Human Resources Department

Education :
College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
Experience : 3 years to less than 5 years