Executive Coordinator

The Sutherland Group of Companies

About The Position

The Executive Coordinator provides executive, administrative, project, and business support to the Vice President, Operations and senior leadership team. The role manages executive schedules, meetings, and travel; prepares reports and business documentation; tracks action items and deadlines; and supports communication across departments. It also supports project startup, bid and proposal administration, document control, contract and compliance documentation, business development initiatives, and leadership programs. The position acts as a central coordination point among leadership, project teams, operations, accounting, and external stakeholders to help ensure business priorities, projects, and administrative processes are organized and completed efficiently. The position is ideally based in West Kelowna, BC, working closely with the Vice President, Operations and leadership team. Remote work may be considered for the right candidate based on experience, qualifications, and the needs of the role. Compensation is $60,000–$70,000 per year, commensurate with experience, qualifications, and overall alignment with the role. The Sutherland Group is a family of companies operating across transportation, construction, forestry, environmental, mining, marine, and industrial services. The company describes its culture as collaborative and built on safety, respect, and transparency, and emphasizes career growth, meaningful work, and supporting local communities. It is an equal employment opportunity employer committed to workforce diversity, equity, and inclusion.

Requirements

Diploma, certificate, or equivalent experience in Business Administration, Office Administration, Project Administration, or a related field.
At least 2 years of experience in executive support, administration, project coordination, business support, or a similar role.
Strong organizational, time management, multitasking, and problem-solving skills, with accuracy and attention to detail.
Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Excellent written and verbal communication skills.
Ability to manage confidential information and build relationships across all levels of an organization.

Nice To Haves

Experience supporting senior leaders and coordinating projects, business initiatives, meetings, or administrative processes.
Experience with bid coordination, document control, contract administration, compliance documentation, or business development support.
Familiarity with ERP, CRM, project management, or document management systems.

Responsibilities

Coordinate executive calendars, meetings, travel, and administrative priorities for the Operations and leadership team.
Prepare reports, presentations, meeting materials, executive correspondence, and business documentation.
Track action items, commitments, deadlines, and key initiatives to support timely follow-through and accountability.
Support project startup activities, including permits, compliance documentation, vendor onboarding, and project administration.
Coordinate bid submissions, proposals, client documentation, tender packages, and business development activities.
Manage records, document control, contracts, approvals, filing systems, and other corporate administrative processes.
Support leadership initiatives, onboarding activities, meetings, employee events, and organizational programs.
Coordinate between leadership, project teams, accounting, operations, clients, vendors, and external stakeholders.
Perform additional responsibilities as assigned.