Operations & Administration SpecialistPosition: Full-time, 40 hours/week, HybridReports to: Director, OperationsLocation: Metro Vancouver, BCJob Family/Career Level: Professional / P2About Sacred WatersSacred 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 RoleWe 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 ResponsibilitiesCEO SupportManage the CEO's calendar, scheduling, meeting coordination, travel arrangements, and expense reportingPrepare briefing materials, presentations, agendas, reports, and meeting summariesSupport the CEO in preparing for meetings with partners, Nations, consultants, government representatives, and other shareholdersCoordinate communications, correspondence, and follow-up actions on behalf of the CEOMonitor 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 informationAnticipate administrative needs and proactively support the effectiveness and efficiency of the CEO's officeProvide additional administrative support and special project coordination as requiredBoard of Directors SupportCoordinate all Board and Committee meetings, including scheduling, logistics, agenda preparation, meeting materials, minute-taking, and follow-up activitiesPrepare, compile,



and distribute Board packages and governance documentationMaintain Board records, resolutions, action logs, governance calendars, and corporate documentationCoordinate communication between Board members, leadership, and external advisors as required. Support the administration of governance processes, annual planning activities, and Board-related compliance requirementsEnsure confidential Board information is managed with the highest degree of professionalism and discretionOperations and Organizational CoordinationMaintain organizational tracking systems related to opportunities, proposals, strategic initiatives, and key projectsCoordinate leadership meetings and support the tracking of decisions, commitments, and action itemsSupport the implementation and ongoing administration of organizational processes, workflows, and reporting practicesAssist with maintaining relationship management records, stakeholder contact databases, and organizational documentationCoordinate internal communications and information sharing to support alignment and accountability across the organizationPrepare reports, presentations, dashboards, and meeting materials to support organizational planning and decision-makingSupport cross-functional initiatives and organizational priorities by coordinating activities, timelines, and deliverablesIdentify opportunities to improve administrative processes, systems, and operational effectiveness.Corporate Services and AdministrationLead general office administration, facilities, workplace corporate services, and vendor relationshipsLead procurement of office supplies, equipment, technology, and administrative servicesSupport onboarding, offboarding, employee milestone tracking, and employee experience initiativesLead 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 detailManage event logistics including venue sourcing, catering, travel coordination, agendas, materials, and communicationsMaintain organizational records, filing systems, policies, procedures, and administrative documentationProvide reception and administrative coverage supportCollaborate with the Operations and Administration team to ensure efficient delivery of administrative services across the organizationSupport compliance with organizational policies, procedures, and health and safety requirementsPerform other related duties and special assignments as requiredLeadership Team and Project SupportProvide administrative and coordination support to the Senior Leadership Team, including meeting scheduling, travel coordination, expense submission, presentation preparation, and project administrationAssist leaders with planning, tracking, and executing departmental initiatives and prioritiesSupport the preparation of reports, proposals, presentations, and stakeholder materialsCoordinate information requests, meeting follow-up actions, and project-related activities across departmentsProvide support for special projects and strategic initiatives as assignedFacilitate collaboration and communication among leadership team members and key stakeholdersServe as a culture ambassador and trusted resource across the organizationAct as a key point of contact for internal shareholders on operations & administration mattersOur Values & CultureModel integrity, accountability,



and relationship-based leadershipEmbed Indigenous values, respect, engagement, and cultural safety into organizational practices and decision-makingPromote collaboration, transparency, open/honest communication, conflict resolution, and continuous improvement across the organizationSupport ongoing staff training and development initiativesSupport reconciliation and community-focused outcomes through operational leadershipQualificationsEducation & Experience5+ years of progressively responsible experience in executive administration, operations coordination, project coordination, governance support, office administration, or a related roleExperience 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 assetExperience coordinating multiple priorities, projects, shareholders, and competing deadlines in a dynamic and evolving environmentExperience preparing meeting materials, Board packages, presentations, reports, correspondence, and confidential documentationExperience maintaining tracking systems, action logs, project plans, dashboards, or operational reporting toolsExperience planning corporate events, leadership meetings, and organizational initiativesExperience supporting office administration, facilities coordination, procurement, vendor management, and corporate services activitiesAdvanced proficiency with Microsoft Office suite, virtual meeting platforms, and experience using collaboration, project management, and document management systemsAbility to work independently, exercise sound judgment, and manage competing priorities with minimal supervisionDemonstrated professionalism, discretion, confidentiality, and the ability to build effective working relationships with leaders, Board members, partners, consultants, and external stakeholdersSkills & CompetenciesHighly organized with exceptional attention to detail and follow-throughStrong planning, coordination, and time management skills with the ability to manage multiple priorities simultaneously Excellent written, verbal, and interpersonal communication skillsProactive, resourceful, and solutions-focused with strong problem-solving abilitiesSound 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 stakeholdersAdaptable and resilient, with the ability to respond effectively to changing priorities and organizational needsStrong critical-thinking and organizational coordination abilitiesDemonstrates integrity, accountability, respect, and cultural awareness in all interactions Service-oriented with a commitment to professionalism, responsiveness, and continuous improvementCommitment to supporting Indigenous values, relationship-building, reconciliation, and community-focused outcomesWhy Join UsGrowth 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.Cutting-edge 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.Equal Opportunity StatementSacred Waters Developments is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.#J-18808-Ljbffr

📌 Executive Operations & Board Support (Hybrid) (Winnipeg)
🏢 Sacred Waters
📍 Winnipeg