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Office & Administration Manager

2 weeks ago

Kamloops, British Columbia, Canada Highbridge Human Capital Full time $4,923 - $60,515 per year

The Qwelmínte Secwépemc is a collective of eight (8) Secwépemc communities who are united through Qwelmínte-Secwépemc Government-to-Government ("G2G") Skú7pecen's Journey Letter of Commitment. As a collective, we stand poised at a moment of transformation, a time to transcend the failed systems of consultation and engagement past and move into a new era. As a collective from four (4) historic Campfire / Divisions of the Secwépemc Nation, working collaboratively and committed to engaging across a spectrum of our rights and responsibilities relating to our lands and resources (Tmicw). Our collective area of caretakership includes the Fraser River (including the Thompson/Shuswap and Fraser Headwaters) and Columbia River basins.

POSITION PROFILE

The Office & Administration Manager is a key member of the Qwelmínte Secwépemc Office (QSO) team, ensuring the smooth operation of the organization and alignment of internal systems, people, and priorities. This position oversees the daily operations of the QSO, supports the implementation of the Skú7pecen's Journey Letter of Commitment ("SJ LoC") and Joint Intentions Paper, and ensures administrative and operational functions reflect the collective's "Walking on Two Legs" approach, upholding both western and Secwépemc laws and practices.

Reporting directly to the Executive Director, the Office & Administration Manager provides organizational leadership and coordination across administration, finance, human resources, and communications. This role leads a small team and works collaboratively across departments to support effective operations and staff engagement.

KEY DUTIES & RESPONSIBILITIES

Operational Leadership

  • Oversee the day-to-day operations of the Qwelmínte Secwépemc Office (QSO), ensuring strong coordination, efficient systems, and effective communication across all functions.
  • Manage technology, equipment, procurement, and logistical supports required for staff and program operations.
  • Supervise and support a team of four direct reports: Executive Assistant, Office Assistant, Finance Assistant, and Communications Assistant, ensuring clarity of roles, workload balance, and accountability.
  • Provide guidance and mentorship to staff to ensure alignment with collective priorities and QSO standards.
  • Support the Executive Director in implementing operational plans, advancing project timelines, and managing priorities across departments.
  • Oversee administrative systems and information management, ensuring consistency, confidentiality, and accessibility in all document and records retention processes.
  • Develop, implement, and continuously improve administrative procedures to strengthen QSO efficiency and collaboration.

Team & Executive Coordination

  • Work closely with the Executive Director to ensure organizational priorities, deliverables, and internal communications are supported through effective coordination and follow-up.
  • Provide senior-level operational coordination, ensuring the Executive Assistant is supported in managing the Executive Director's calendar, correspondence, and meeting logistics.
  • Review and provide final oversight on all materials and communications prepared by the Executive Assistant, Finance Assistant, and Communications Assistant to ensure quality, consistency, and professionalism.
  • Coordinate leadership, governance, and intergovernmental meetings, including planning, logistics, minute review, and distribution of materials.
  • Prepare operational briefs, reports, and summaries as requested by the Executive Director.

Finance & Budget Support

  • Lead the initial development and review of annual and project-related budgets in coordination with the Finance Assistant and Finance Manager.
  • Work collaboratively with the Finance Assistant and Finance Advisor to ensure accurate tracking, reconciliation, and reporting.
  • Maintain financial and administrative systems consistent with QSO policies and procedures.
  • Provide operational insights and analysis to the Executive Director to support informed decision-making.

Human Resources Liaison

  • Act as the key internal contact for human resources, working closely with the external HR Consultant.
  • Coordinate staff recruitment, onboarding, and records management in alignment with established policies.
  • Oversee vacation tracking, timesheet collection, and general staff administration.
  • Support positive workplace culture and staff well-being initiatives.

Communications & Relationship Coordination

  • Oversee internal and external communications, ensuring clarity and alignment with organizational values and goals.
  • Supervise the Communications Assistant and contribute to the planning and delivery of strategic outreach and engagement initiatives.
  • Support strategic communications planning and coordinate organizational messaging in alignment with Qwelmínte Secwépemc's priorities and partnerships.
  • Contribute to building and maintaining strong relationships with the Province of B.C. and other partners through effective communication and coordination.

Requirements

  • Post-secondary education in Business Administration, Communications, or a related field, or an equivalent combination of education and experience.
  • Minimum 5 years of progressive experience in office management, operations, or administrative leadership roles.
  • At least 2 years of proven experience leading and mentoring staff, fostering collaboration, and ensuring accountability across departments.
  • Strong knowledge of administrative systems, budgeting processes, and policy implementation.
  • Experience contributing to financial planning, tracking, and reporting processes, and working collaboratively with finance and human resources professionals.
  • Demonstrated ability to oversee communications materials and organizational correspondence with accuracy and professionalism.
  • Exceptional organizational, communication, and problem-solving skills, with an ability to manage competing priorities.
  • Experience building respectful relationships and working collaboratively with Indigenous governments, organizations, or communities is considered a strong asset.

Benefits

  • Hourly rate of $49.23 – $60.15, based on skill set and experience
  • Extended health benefits - 50% company covered
  • Company Pension Plan
  • Paid time off, including additional QS recognized holidays