Operations & Administration Specialist Position: Full-time, 40 hours/week, Hybrid

Reports to: Director, Operations

Location: Metro Vancouver, BC

Job Family/Career Level: Professional / P2 About Sacred Waters

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. 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 market-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.

Equal Opportunity Statement

Sacred Waters Developments is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

📌 Operations & Administration Specialist (Vancouver)
🏢 Sacred Waters Developments
📍 Vancouver