Operations & Administration Specialist Position: Full-time, 40 hours/week, Hybrid
Reports to: Director, Operations
Location: Metro Vancouver, BC
Job Family/Career Level: Professional / P2
The Role:We are seeking a highly organized, proactive, and collaborative Operations & Administration Specialist to support executive administration, board coordination, operational tracking, and corporate services activities across the organization.
In addition to providing executive and Board support, the Operations & Administration Specialist serves as a key coordination resource for SWD by supporting communication, planning, meeting coordination, strategic goals tracking, project administration, and operational processes. This role helps improve organizational effectiveness, accountability, collaboration, and execution across SWD.
The successful candidate will thrive in a dynamic environment, demonstrate strong judgment and discretion, and effectively manage multiple priorities while maintaining a high level of professionalism, confidentiality, and attention to detail. This individual must be comfortable supporting executive priorities, Board administration, organizational initiatives, and cross-functional coordination across the Senior Leadership Team.
Key Responsibilities:CEO Support - Manage the CEO's calendar, scheduling, meeting coordination, travel arrangements, and expense reporting
- Prepare briefing materials, presentations, agendas, reports, and meeting summaries
- Support the CEO in preparing for meetings with partners, Nations, consultants, government representatives, and other shareholders
- Coordinate communications, correspondence, and follow-up actions on behalf of the CEO
- Monitor and track organizational priorities, strategic goals, action items, deadlines, and deliverables to support leadership accountability and execution.
- Maintain confidentiality and exercise sound judgment when handling sensitive information
- Anticipate administrative needs and proactively support the effectiveness and efficiency of the CEO's office
- Provide additional administrative support and special project coordination as required
Board of Directors Support- Coordinate all Board and Committee meetings, including scheduling, logistics, agenda preparation, meeting materials, minute-taking, and follow-up activities
- Prepare, compile, and distribute Board packages and governance documentation
- Maintain Board records, resolutions, action logs, governance calendars, and corporate documentation
- Coordinate communication between Board members, leadership, and external advisors as required. Support the administration of governance processes, annual planning activities, and Board-related compliance requirements
- Ensure confidential Board information is managed with the highest degree of professionalism and discretion
Operations and Organizational Coordination - Maintain organizational tracking systems related to opportunities, proposals, strategic initiatives, and key projects
- Coordinate leadership meetings and support the tracking of decisions, commitments, and action items
- Support the implementation and ongoing administration of organizational processes, workflows, and reporting practices
- Assist with maintaining relationship management records, stakeholder contact databases, and organizational documentation
- Coordinate internal communications and information sharing to support alignment and accountability across the organization
- Prepare reports, presentations, dashboards, and meeting materials to support organizational planning and decision-making
- Support cross-functional initiatives and organizational priorities by coordinating activities, timelines, and deliverables
- Identify opportunities to improve administrative processes, systems, and operational effectiveness.
Corporate Services and Administration- Lead general office administration, facilities, workplace corporate services, and vendor relationships
- Lead procurement of office supplies, equipment, technology, and administrative services
- Support onboarding, offboarding, employee milestone tracking, and employee experience initiatives
- Lead coordination of corporate (internal & external) events, leadership meetings, board dinners, staff gatherings, and organizational activities. Coordinate virtual and in-person events with a high level of professionalism and attention to detail
- Manage event logistics including venue sourcing, catering, travel coordination, agendas, materials, and communications
- Maintain organizational records, filing systems, policies, procedures, and administrative documentation
- Provide reception and administrative coverage support
- Collaborate with the Operations and Administration team to ensure efficient delivery of administrative services across the organization
- Support compliance with organizational policies, procedures, and health and safety requirements
- Perform other related duties and special assignments as required
Leadership Team and Project Support- Provide administrative and coordination support to the Senior Leadership Team, including meeting scheduling, travel coordination, expense submission, presentation preparation, and project administration
- Assist leaders with planning, tracking, and executing departmental initiatives and priorities
- Support the preparation of reports, proposals, presentations, and stakeholder materials
- Coordinate information requests, meeting follow-up actions, and project-related activities across departments
- Provide support for special projects and strategic initiatives as assigned
- Facilitate collaboration and communication among leadership team members and key stakeholders
- Serve as a culture ambassador and trusted resource across the organization
- Act as a key point of contact for internal shareholders on operations & administration matters
Our Values & Culture- Model integrity, accountability, and relationship-based leadership
- Embed Indigenous values, respect, engagement, and cultural safety into organizational practices and decision-making
- Promote collaboration, transparency, open/honest communication, conflict resolution, and continuous improvement across the organization
- Support ongoing staff training and development initiatives
- Support reconciliation and community-focused outcomes through operational leadership
Qualifications:Education & Experience- 5+ years of progressively responsible experience in executive administration, operations coordination, project coordination, governance support, office administration, or a related role
- Experience supporting senior leaders, Boards, Committees, or governance-related processes is considered an asset Experience working with Indigenous organizations, governments, economic development entities, or community-focused organizations is considered an asset
- Experience coordinating multiple priorities, projects, shareholders, and competing deadlines in a dynamic and evolving environment
- Experience preparing meeting materials, Board packages, presentations, reports, correspondence, and confidential documentation
- Experience maintaining tracking systems, action logs, project plans, dashboards, or operational reporting tools
- Experience planning corporate events, leadership meetings, and organizational initiatives
- Experience supporting office administration, facilities coordination, procurement, vendor management, and corporate services activities
- Advanced proficiency with Microsoft Office suite, virtual meeting platforms, and experience using collaboration, project management, and document management systems
- Ability to work independently, exercise sound judgment, and manage competing priorities with minimal supervision
- Demonstrated professionalism, discretion, confidentiality, and the ability to build effective working relationships with leaders, Board members, partners, consultants, and external stakeholders
Skills & Competencies- Highly organized with exceptional attention to detail and follow-through
- Strong planning, coordination, and time management skills with the ability to manage multiple priorities simultaneously Excellent written, verbal, and interpersonal communication skills
- Proactive, resourceful, and solutions-focused with strong problem-solving abilities
- Sound judgment and the ability to handle sensitive and confidential information with discretion Collaborative and relationship-focused, with the ability to work effectively across departments and with diverse stakeholders
- Adaptable and resilient, with the ability to respond effectively to changing priorities and organizational needs
- Strong critical-thinking and organizational coordination abilities
- Demonstrates integrity, accountability, respect, and cultural awareness in all interactions Service-oriented with a commitment to professionalism, responsiveness, and continuous improvement
- Commitment to supporting Indigenous values, relationship-building, reconciliation, and community-focused outcomes
Why Join Us:
- Growth Opportunities: Be part of a growing company with opportunities for career advancement. We offer a professional development allowance to support your growth.
- Hybrid Work Environment and Flexible Working Hours: Minimum 3 days in the office.
- Innovative Environment: Work in a dynamic and innovative environment where your contributions make a real impact.
- Competitive Compensation: Receive a competitive salary and benefits package. Salary: $82,000 to $95,000/year based on experience. Benefits: generous vacation, paid-time off days, health and dental benefits including a health spending account, and wellness programs.
