Operations & Administration Specialist

Sacred Waters Developments•Vancouver, BC

25d•CA$82,000 - CA$95,000•Hybrid

About The Position

Sacred Waters Developments Ltd (SWD) is an economic development company jointly owned by the Katzie, Kwantlen and Semiahmoo (KKS) Nations, with a broad mandate to foster economic and social growth opportunities in the Nations’ shared traditional territories. SWD is dedicated to delivering these opportunities through values-aligned partnerships and an approach to project delivery that honours the rich culture and stewardship practices of our shareholder Nations. SWD was operationalized by the KKS Nations in early 2023 and has since evolved into a multifunctional corporation with increasingly diversifying revenue streams. As a primary function, our team is working collaboratively with the KKS Nations and external partners to explore land and real estate development opportunities within the shared traditional territories. This includes the pursuit of real estate development projects that SWD is anticipated to own, develop and operate on behalf of the KKS Nations. Additionally, SWD is also in the process of building out a range of consulting-type services. Currently, we provide development consulting for projects led by values-aligned partners, and our service offerings are continuing to expand to include real estate advisory, planning, engagement, sustainability, and more. The overarching goal of SWD is to be a leader in Indigenous economic development by fostering sustainable, intergenerational prosperity, expanding upon economic opportunities that arise, while remaining committed to advancing cultural awareness and land preservation. 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.

Requirements

5+ years of progressively responsible experience in executive administration, operations coordination, project coordination, governance support, office administration, or a related role
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
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

Nice To Haves

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

Responsibilities

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
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
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.
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
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