Administrative Assistant, C.A.P.

Administrative Assistant, C.A.P.

Internal Employment OpportunitiesAdministrative Assistant, C.A.P.

Administrative Assistant, C.A.P.

Permanent Full Time

North Vancouver - TWN Administration Building & Home (Remote)

TLR

35

JOB SUMMARY:

The Consultation & Accommodation Program (C.A.P.) Administrative Assistant will play a key role in the C.A. Program, reporting to the Consultation and Accommodation Managers in the Treaty, Lands and Resources (TLR) department. This position will support both teams within the CA program, such as the Environmental Assessment team and the Referrals team by coordinating all administrative tasks and needs within the program; duties include, providing accurate and timely information, and support, and assisting the CA Managers and their teams in keeping the CA program organized.  This position supports a variety of capacities from managing an intake process, coordinating travel and meetings (internal and external), financial reporting, budget organization, improving and suggesting better process systems for efficiency, and keeping our internal-digital filing system organized and well managed.

 

DUTIES AND RESPONSIBILITIES:

  • Referrals Intake
    • Manage intake of new projects and direct correspondence to appropriate staff
    • Maintain Referrals project list
    • Respond to correspondence (letter, email, phone etc.)
  • CA Administrative Coordination and Duties
    • Coordinate schedules and calendars for events and meetings
    • Manage the organization of, as well as store relevant project information on the electronic filing (Sharepointe) sites
    • Coordinate and work with the TLR Office Coordinator
    • Assist in budget upkeep and other financial duties
    • Attend occasional meetings and take notes
    • Create invoices and cost estimates
  • Manager organization
    • Support the CA Managers in coordination of travel/attendance arrangements (i.e., conferences)
    • Arrange travel, accommodation, venues and/or catering for meetings and events
  • Provide support with any IT needs of events and/or access to necessary AV equipment
  • Set up any online/app/tech systems needed (i.e., Adobe usage, Microsoft teams, etc.)
  • Other administrative coordination and/or administrative tasks as necessary

 

QUALIFICATIONS:

  • Completion of Dogwood Diploma
  • Certificate in Office Administration or related field and/or relevant post-secondary education
  • 1+ years’ experience working in a similar capacity, ideally within a First Nation office; May consider a combination of relevant education and experience
  • Must maintain a high level of confidentiality and professionalism
  • Experience with writing contracts and/or confidentiality clauses etc. would be an asset
  • Must conduct themselves within a solid work ethic
  • Displays a strong interest in growing and developing as a member of the TWN work family
  • Comply with TWN’s COVID-19 Vaccination Policy

 

KNOWLEDGE, SKILLS AND ABILITIES:

  • Highly efficient multi-tasker who can juggle multiple priorities with the ability to work effectively under pressure in a fast-paced, growing environment
  • High ability to be able to prioritize work and keep oneself acutely organized
  • Proactive – someone who is always a step ahead of everyone else in planning and implementation
  • Demonstrate an approachable, cooperative and positive nature by being a team player and is able to receive and implement direction
  • Display excellent interpersonal skills
  • Must have excellent verbal and written communication skills in English as much of the CA program work becomes public and/or part of a legal review
  • Excellent attention to detail; ability to develop routine reports and correspondence
  • Demonstrate excellent computer proficiency in Microsoft Office Products (Word, Excel, PowerPoint, and Outlook)
  • Demonstrate knowledge of Tsleil-Waututh Nation or any First Nations culture an asset
  • Demonstrate knowledge of Indigenous rights, title and interests an asset
  • Excellent knowledge of office equipment (e.g. Printer, Copier and Scanner) as well as modern and new devices, technology and online spaces, such as Bluetooth, Microsoft Teams, various apps, and virtual platforms.

 

WORKING CONDITIONS:

Physical Demands

While performing the duties of this job, the employee is regularly required to stand, walk and sit, requires extensive use of manual dexterity, and provide verbal communication and active listening skills. Will work at a computer for long hours.

Mental Focus

This role requires the ability to manage a number of requests and situations at one time, and from multiple people.  Stress may be caused by tight deadlines, quick problem solving, and the variety of tasks and the volume of the workload at any given time. Overtime may be required at times, or working outside of regular office hours.

Environmental Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The noise level in the work environment can be occasionally loud and busy.  This position may also be permanently part-time from home, depending on office space availability. This position will currently be in a flexible working arrangement, remote and office.

 

 

If this role interests you, please click the link below: 

Admin Assistant, CAP

Or, send a Resume and Cover Letter to:

jobapplications@twnation.ca

 

-We appreciate everyone’s interest, however only shortlisted applicants will be contacted. Thank you.-