Administrative Advisor

5 months ago

Duncan, Canada Cowichan Tribes Full time

**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 $36.83 - $39.08 per hour ($67,036.35 - $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 off-site 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 COVID-19 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

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