Manager, Administrative Office

Position Summary

The Manager, Administrative Office provides senior operational and administrative leadership in direct support of the Chief Administrative Officer (CAO).

This role functions as the operational lead for the Administration Office and is accountable for ensuring that executive-level administrative support, internal office systems, and day-to-day operational processes function in a coordinated, disciplined, and service-oriented manner.

Acting under delegated authority from the CAO, the Manager serves as the primary point of triage and resolution for routine operational, personnel, and citizen-facing matters. The position ensures that administrative and operational issues are addressed at the appropriate level, allowing the CAO to focus on strategic leadership, intergovernmental relations, organizational development, and long-term planning.

This role does not provide support to elected officials (Executive). Legislative and Executive support functions are outside the scope of this position.

Primary/Core Responsibilities

1. Office of the CAO – Operational Triage & Management

• Serve as the first point of contact for operational and administrative matters directed to the Office of the CAO.


• Exercise delegated authority to assess, resolve, redirect, or escalate matters appropriately.


• Manage routine attendance concerns, leave tracking issues, workflow questions, internal coordination matters, and citizen inquiries of an administrative nature.


• Ensure that matters are addressed at the appropriate level before escalation to the CAO.


• Prepare internal correspondence, briefing materials, and tracking tools for the CAO as required.


• Track CAO decisions and ensure timely administrative follow-through.


• Identify emerging operational issues and proactively recommend solutions.
  
  

2. Administration Office Operations

• Oversee the day-to-day operations of the Government Administration Office.


• Establish and maintain administrative procedures, service standards, and workflow protocols.


• Ensure effective document control, records management, and information security practices.


• Oversee attendance management systems and administrative compliance processes in collaboration with Human Resources.


• Ensure accurate and timely administrative documentation to support payroll and HR processes.


• Coordinate office facilities, workspace planning, asset tracking, telecommunications, and supplies.


• Monitor and manage the Administration Office operational budget in accordance with approved allocations.


• Lead continuous improvement of administrative systems to enhance efficiency and service delivery.
  
  

3. Senior Management Team Support

• Coordinate administrative support for Senior Management Team (SMT) meetings as directed by the CAO.


• Ensure timely circulation of internal materials and documentation among senior management.


• Support consistent reporting standards and internal communication practices across departments.


• Provide procedural guidance to department heads regarding internal administrative processes.
  
  

4. Onboarding & Organizational Support

• Lead and coordinate onboarding for new department directors and senior staff in partnership with Human Resources.


• Develop and maintain onboarding tools, checklists, and orientation materials.


• Ensure new leaders understand internal administrative processes, documentation standards, reporting expectations, and workflow systems.


• Provide ongoing administrative guidance to department heads on operational procedures.


• Support organizational improvement initiatives by aligning administrative systems with evolving operational needs.
  
  

5. People Leadership & Supervision

• Provide direct supervision to administrative staff within the Administration Office.


• Establish clear performance expectations and monitor service standards.


• Allocate workload and manage priorities to ensure consistent service delivery.


• Support recruitment, training, development, and performance management in collaboration with Human Resources.


• Foster a professional, accountable, and culturally respectful workplace environment aligned with organizational values.
  
  

6. Risk Management & Confidentiality

• Ensure confidential handling of personnel, operational, and sensitive organizational information.


• Identify administrative risks and recommend mitigation strategies.


• Promote adherence to organizational policies, procedures, and internal controls.
  
  

Other duties, as assigned, from time to time.  

Qualifications

Training, Education & Experience

• Post-secondary education in Business Administration, Public Administration, or related discipline, or equivalent combination of education and experience.


• Minimum 5–7 years of progressive experience in office management, executive administration, or operational leadership.


• Minimum 3 years of supervisory experience.
  
  

Preferred

• Experience in Indigenous governance, First Nations administration, municipal government, or BC public service.


• Experience supporting a senior executive or Chief Administrative Officer.


• Experience overseeing administrative finance and HR processes.
  
  

Other Requirements

• Satisfactory criminal records check.


• Valid Class 5 BC Driver’s License and ability to travel as required.
  
  
  
  

Knowledge, Skills & Abilities

• Strong understanding of public administration and internal governance structures.


• Demonstrated ability to exercise sound judgment under delegated authority.


• Strong organizational and systems-thinking skills.


• Ability to manage competing priorities in a fast-paced environment.


• Ability to design and improve administrative processes.


• High level of discretion and professionalism.


• Strong written and verbal communication skills.


• Effective supervisory and coaching capability.


• Cultural awareness and commitment to respectful engagement within an Indigenous governance context.
  
  
  
  
  
  

Working Conditions

Work is primarily performed in an office environment and involves managing multiple priorities, confidential information, and internal operational oversight responsibilities.

Flexibility to attend meetings outside regular business hours may be required.

Work Location:  Primarily in an Office Setting, at 700 Wya Road, Hitacu, Uclelet, BC.

Possibility of Hybrid Work, as per a pre-arranged agreement with the CAO.

Reports to:             Chief Administrative Officer

Department:     Administration

Direct Reports:     6 (under review)