About the Role The Project Coordinator (Office of the Executive Director) will serve as an internal strategic support to the Fireweed Institute’s Executive Director (ED). This is a high-trust, high-responsibility role requiring exceptional organization, cultural fluency, confidentiality, and the ability to manage time-sensitive priorities with care and discernment.

You will not only manage administrative and logistical workflows but will act as a key facilitator of internal and external alignment, ensuring the ED’s time, relationships, and focus remain grounded in Fireweed’s strategic priorities. You will help safeguard her attention and energy as a leader shaping national conversations on Indigenous entrepreneurship, impact investing, and economic liberation.

This role will work closely with our internal leadership team, Board, funders, government, and key ecosystem partners. It requires someone who thrives in a dynamic, mission-driven workplace and who brings clarity and rigour to their work.

What will you work on?

Strategic Projects and Reporting

- Provide high-level project tracking and follow-up support across multiple concurrent priorities.
- Prepare reports, coordinate deliverables, and conduct stakeholder follow-ups as needed.
- Manage confidential files and data with discretion, especially around funders, Board matters, and strategic planning.

Board and Governance

- Assemble Board packages, take minutes, and track Board action items and resolutions.
- Maintain the governance compliance calendar, including AGM preparation, annual filings, and policy review cycles.
- Support scheduling and preparation of Board meetings and advisory engagements.
- Maintain governance documents, shared files, and calendar timelines related to oversight and accountability.

Executive Office Operations

- Draft, format, and proofread professional communications, including emails, letters, briefings, and internal updates.
- Prepare pre-meeting materials such as bios, agendas, decks, briefing notes, and follow-up summaries.
- Support external communications for the ED including Board, partner, and funder correspondence, alongside the Partnerships Manager.
- Steward complex calendars with a focus on prioritization, boundaries, and impact.
- Schedule internal and external meetings across time zones, incorporating preparation time and post-meeting integration.
- Anticipate upcoming needs and proactively manage agenda flow to support team capacity.
- Serve as a gatekeeper and door-opener for incoming requests, inquiries, and opportunities.
- Support the Finance department and Administrator with expense management for the team.

Travel, Events, and Convenings

- Coordinate national and international travel, including conference registrations, precise timing, logistics, accommodations, visas, insurance, and itineraries.
- Coordinate with the Finance department to manage expenses related to travel and events.
- Provide day-of support for key meetings, presentations, and events hosted by or involving the ED.

Technology and Systems

- Maintain familiarity with Fireweed’s core tech stack, including Zoom, Canva, Slack, Microsoft 365, and Asana.




- Support the Administrator in providing basic troubleshooting for the team with these systems.
- Work with leadership and contractors to ensure cybersecurity best practices are implemented, including permissions management, document storage, secure file sharing, and password protocols.

Special Projects

- Support the Executive Director and Partnerships Manager with new projects, as needed, for example, sponsorship campaigns, planning of public events, and thought leadership.

Who We’re Looking For We recognize that skills come from many paths, and we value lived experience alongside professional experience.

What this role requires:

- 5+ years of experience in senior executive support or executive office roles, working directly with a CEO, Executive Director, or C-Suite leader.
- Excellent written communication and formatting skills, with writing that is clear, concise, and relational in tone.
- Exceptional organization and time management, including attention to detail, tracking systems, and deadline management.
- Demonstrated discretion with sensitive information and the ability to hold executive-level confidentiality.
- Confidence managing complex scheduling, travel, and communications across partners and time zones.
- Strong proficiency with Microsoft 365, Zoom, Slack, and Asana.
- Understanding of, or openness to learning, Indigenous protocol, Fireweed’s decolonial values, and the context of Indigenous entrepreneurship and economic sovereignty.

What would strengthen your application:

- Experience in Indigenous-led, nonprofit, or community-rooted organizations.
- Experience with board governance, fundraising, or public speaking preparation.
- A background in HR, financial management, or event planning.

If you meet the requirements but not every item in the second list, we encourage you to apply.

Who you are:

- Grounded and Adaptable: You hold calm in complexity, adapt quickly, and know when to slow things down.
- Trusted and Discreet: You are known for protecting confidentiality and upholding leadership with integrity.
- Systems-Oriented: You love improving systems that support clarity, transparency, and flow.
- Relationally Attuned: You build respectful and responsive relationships across difference and power.
- Values-Aligned: You bring curiosity, humility, and accountability to decolonial learning environments.

Working at Fireweed The Fireweed Institute is contributing to a national ecosystem of Indigenous entrepreneurs, investors, and innovators shaping new futures. As an Indigenous-led organization, we centre relationality, reciprocity, and responsibility in how we work. Our executive team operates at the intersections of high-level strategy, grassroots accountability, and cultural leadership. This role is not only about administrative excellence.



It is also about contributing to systems transformation by helping build the scaffolding that supports visionary leadership and keeps us aligned to our mission.

Our Values and the Way We Work The work activated by the Fireweed Institute requires a commitment to decolonial approaches of doing our work and imagining our future and a deliberate navigation of colonial economic, social and political institutions. Striking this balance is best achieved by working according to our Values and Operational Norms while transparently communicating our strengths, areas of growth and how our work is going with the team.

All Fireweed

Institute team members are expected to uphold our Vision, Mission and Values to the best of our ability and to collaborate diligently with one another to ensure a safe, engaging and empowering workplace for everyone.

Fireweed’s Commitment The Fireweed Institute is committed to fostering an inclusive and accessible work environment where all employees and applicants feel valued and respected. We encourage applications from individuals of diverse backgrounds, including Indigenous People, racialized communities, LGBTQIA+ individuals, persons with disabilities, and those with lived experience in underrepresented communities. If you require accommodations during the recruitment process, please let us know by reaching out at [email protected], and we will work to meet your needs.

We strongly encourage Indigenous People, Two-Spirit, and gender-diverse individuals to apply, as well as those committed to advancing Indigenous sovereignty and economic reconciliation. If you are excited about contributing to a team that values decolonial approaches, economic reconciliation, and Indigenous sovereignty, we would love to hear from you.

To Apply

Do not apply through this site. Please send a resume and brief cover letter to [email protected] with the subject line: “Strategic Projects Manager, Office of the ED Application – [Your Name].” Your cover letter is your opportunity to stand out and share your story and connection to our work - make it count.

Applications will be reviewed on a rolling basis until the position is filled. Only shortlisted applicants will be contacted.

We aim to make our hiring process welcoming, thoughtful, and grounded in care. Here’s what you can expect:

1. Initial Review - Our team will review all applications. We value both lived and professional experience and take time to consider each submission with care.

2. Pre-Screen Conversation - Selected applicants will be invited for a short, informal conversation with a member of our team.

3. Interview - Shortlisted candidates will be invited to a deeper conversation, which may include scenario-based, behavioural questions, etc.

4. Final Steps - We may check references or have a quick follow-up chat, then send an offer to the right fit!

Pay: $75,000.00-$85,000.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Extended health care
- Vision care

Application question(s):
- Did you read the entirety of the "how to apply" section?

Work Location: Hybrid remote in Vancouver, BC

📌 Project Coordinator, Office of the Executive Director (Vancouver)
🏢 The Fireweed Institute
📍 Vancouver