Coast Funds – Office Administrator

Indigenous Perspectives Society; Vancouver; On-site; CAD 60,000 - 70,000; Full time

Job summary

An Indigenous-led NGO in Vancouver seeks an Office Administrator to support operations. Responsibilities include maintaining office workflow, event coordination, and managing confidential information. Ideal candidates have administrative experience, strong organizational skills, and familiarity with First Nations communities. This role offers a salary range of $60,000 - $70,000 per year with a comprehensive benefits package.

Benefits

Four weeks vacation

Health and dental coverage

Professional development budget

Qualifications

• 3+ years of related administrative experience supporting senior management.
• Experience in managing confidential information.
• Proficient in Microsoft Outlook for meetings.

Responsibilities

• Ensure smooth daily office operations and welcome environment.
• Coordinate logistics for events and meetings.
• Maintain documentation of administrative procedures.

Skills

Interpersonal skills

Organization skills

Communication skills

Problem-solving skills

Team player attitude

Education

Diploma or Bachelor's degree in Business Administration

Tools

Office 365

Salesforce

Adobe Acrobat Pro

Job description

About Coast Funds

Coast Funds is an Indigenous-led conservation finance organization that supports First Nations to invest in sustainable economic development and ecological stewardship within their traditional territories.

Coast Funds was created in 2007, as an outcome of theGreat Bear Rainforestagreements, to manage funds for First Nations’ stewardship and economic priorities in the Great Bear Rainforest and Haida Gwaii. In 2024, First Nations worked with Coast Funds and other partners to secure new funding, through theGreat Bear Sea PFP, for marine stewardship and community development. Today, the organization manages conservation endowments and economic funds, which are allocated between participating First Nations. Coast Funds also provides financial administration services to First Nations and their partners. To date, Coast Funds has delivered more than$120 millionfor over 450 Indigenous-led conservation, economic development, and sustainable energyprojects. With these investments, First Nations are strengthening coastal communities, diversifying local economies, and stewarding lands, waters, and life.

Benefits and Work Culture

Coast Funds offers a competitive salary, complemented by a strong benefits package that includes four weeks of vacation to start, health and dental coverage, life insurance, paid sick leave, RRSP contributions, a mobile phone plan, budget and leave for professional development, and opportunities for continued learning and professional growth.

Following the announcement of the Great Bear Sea PFP, Coast Funds is growing itsteamto deliver new financing and services for First Nations. There’s never been a better time to join a team that shares a commitment to serving First Nations and supporting their work to strengthen coastal communities and protect the lands, waters, and life in their territories.

The Opportunity

As the Office Administrator, you will report to and work closely with the Executive Administrator, and later to the Senior Director of Operations. In this role, you will serve as the key resource person supporting the office, the senior leadership team, First Nations, and other staff members. This role is a key member of a small, close working staff team who will collaborate and foster a high trust environment within Coast Funds and with the First Nations we work in service of.

Salary Range: $60,000 – 70,000 per year, depending on experience

Key Responsibilities

Administration:

• Ensure the smooth day-to-day operations of the office, maintaining a professional, welcoming, and efficient environment.
• Provide administrative assistance in the office to Coast Funds staff and external visitors, including greeting guests, supporting meeting logistics, coordinating audio-visual set-up, and catering (including scheduling deliveries and preparing refreshments when needed).
• Act as the primary point of contact for courier and delivery services, managing deliveries and outgoing shipments.
• Oversee management of office and kitchen supplies for the office, collaborating with the team to determine stock/supply needs and place orders for replenishment when required.
• Coordinate landlord and maintenance visits when required to ensure that the office space and equipment are adequately managed with routine maintenance and urgent repairs.
• Ensure timely record keeping and accurate data entry for all contact updates in Salesforce, and coordinate with the Communications Manager to ensure agreement with Mailchimp (Talking Stick e-subscribers).
• Provide event coordination and administrative support (registration, set-up, check-in, tear-down) through the planning and the hosting of special events and forums.
• Maintain Coast Funds’ corporate (shared and boardroom booking) calendar in Microsoft Outlook and SharePoint.
• Maintain and monitor corporate voicemail and email.
• Maintain vendor relationships and obtain comparative pricing for supplies and other equipment purchases.
• Develop and maintain documentation of Coast Funds’ administrative procedures.
• Assist with other general tasks as required.

Project Administration:

(in relation with the Director, Stewardship Funding, and Director, Economic Development)

• Provide timely and accurate record keeping for funding applications and related correspondence in the organization’s Salesforce database and file server as requested.
• Produce and email regular correspondence to First Nations including funding allocation reports, notice of upcoming application deadlines, and other updates.

Communications and Fundraising:
(in relation with the Communications Manager)

• Support the Communications Manager with intermittent reviews of web content, including checking that links, files, and information is current and meets the needs of First Nations and Coast Funds.
• Coordinate and lead assembly and mail out of printed communications materials such as the annual Talking Stick magazine, Coast Funds’ annual report, welcome packages for incoming council members, and ad-hoc publications.

IT Administration:

• Coordinate hardware set-up with third parties, including logging inventory.
• Maintain user listings for applications, in accordance with IT policies.
• Support Operations team with administration needs, related to compliance with IT policies.
• Maintain shared office equipment, such as copiers, meeting room tech, etc.

External Relationships:

• Working in partnership with other staff, maintain successful and collaborative relationships with participating First Nations in the Great Bear Coast, and other First Nations communities.
• Foster peer-level working relationships with directors’, First Nations’, funders’, and partner organizations’ administrative staff with respect to coordinating Coast Funds meetings and events.
• Coordinate bookings and logistics for external partners seeking to use the Coast Funds board room.

General:

• Work collaboratively with the Executive Administrator on executive and board activities.
• Develop and maintain respectful, collaborative, and high trust relationships with Coast Funds team members and First Nations clients.
• Understand and comply with all Coast Funds internal policies and the employee handbook.
  As with all positions in this dynamic close-working non-profit team, being adaptable to an evolving work environment and assuming new roles without hesitating to assist colleagues and First Nations is essential.
• Be available for intermittent travel within the Great Bear Rainforest and Haida Gwaii to attend meetings. Travel for this position is typically 2 or 3 (one or two night) trips into the region annually.

Key Measures of Success:

• Coast Funds’ senior leadership and staff team are effectively supported with a high level of administrative support and systems.
• First Nations leadership and staff affirm their satisfaction with the high level of client service they receive from the Office Administrator.
• Colleagues affirm that effective collaboration with this position is occurring that encourages a positive, team atmosphere.

Qualifications:

The competencies for this position would typically be acquired through the successful completion of a diploma or bachelor’s degree in a related discipline (e.g. business administration) and/or an equivalent combination of the following competencies, training, and experience:

• 3+ years of related experience in progressively more responsible and complex administrative position(s), including experience supporting senior management.
• Proven track record of managing confidential client information and corporate file systems.
• Experience working in a small, dynamic team environment is ideal.
• Highly proficient in common office software, including Office 365 and Adobe Acrobat Pro.
• Advanced skill with Microsoft Outlook in arranging meetings and managing multiple calendars.
• Experience in drafting, proofing, and editing correspondence.
• Experience in event coordination and management.
• Experience with customer relationship management software such as Salesforce would be an asset.
• Experience working with First Nations, Indigenous communities, or rural economic development organizations would be an asset, as would familiarity with the Great Bear Rainforest and Haida Gwaii region and coastal First Nations.

Competencies:

• Strong interpersonal skills to create a clear understanding of expectations; address escalated challenges and issues, and to positively represent the organization to clients and stakeholders.
• Always a team player with a positive attitude when handling complex situations.
• Meticulously detailed, organized, and motivated. Able to move tasks/projects with multiple players to balance priorities and produce results in a deadline-driven work environment.
• Good communication skills in both written and verbal form with an ability to write clearly, concisely, and quickly. Good formatting and grammatical skills.
• Solid listening and compassion skills with a high level of emotional maturity.
• Strong problem-solving skills.
• Highly collaborative, team-oriented, and passionate about achieving win-win outcomes.
• Adaptable to an evolving work environment, open to new ideas, and encourages others to value change.
• Self-directed, self-motivated, efficient, and energetic with enthusiasm and an ability to learn quickly.

The above information on this position profile has been designed to indicate the general nature and level of work performed by the position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position.