Status	Permanent Full-time
Location	Office in downtown Vancouver, BC
Anticipated start date	When role filled
Salary Range	$55,000 to $60,000
Reports to	Senior Director, Programs and Operations

 

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Key Responsibilities

Administration and Coordination

• Ensure the smooth day-to-day operations of the office, maintaining a professional, clean, 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 take-down, 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, including laundering of kitchen towels and dishcloths, 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 to track First Nation elections and support mail-out of Annual Reports, Talking Stick magazines, and other publications. Coordinate with the communications team to ensure agreement with Mailchimp (Talking Stick e-subscribers).
• Provide event coordination and administrative support throughout the preparation and the hosting of special events and forums (including ensuring boardrooms are set up in office).
• Maintain Coast Funds’ corporate (shared and boardroom booking) calendar in Microsoft Outlook and SharePoint.
• 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.
• 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.
• Develop and maintain documentation of Coast Funds’ office procedures (board room, etc.).
• Support the Senior Director, Programs and Operations with research, administration, coordination, and other activities.
• Assist with other general tasks as required.

Project Administration
Supporting the Director, Stewardship Funding and Manager, Economic Development:

• Provide timely and accurate record keeping for First Nations project files and related correspondence in Coast Funds’ Salesforce database and file server as requested.
• Support accurate record keeping of First Nations contacts in Coast Funds’ Salesforce database.
• Produce and email regular correspondence to First Nations including funding allocation reports, notice of upcoming application deadlines, and other updates.
• Provide support to update and maintain accurate office procedures and process documents.

IT and HR Administration

• Coordinate hardware set up with external third party, including logging inventory.
• Set up new users, ensuring all systems are working for new hires.
• Maintains user listings for asset tracking and applications, in accordance with IT policies.
• Supports operations team with administration needs, related to compliance with IT policies.
• Maintains shared office equipment, such as copiers, meeting room tech, etc.
• Coordinate onboarding with hiring managers (coordinate office key / fob, swag, etc.).

Committee Engagement

Occupational Health and Safety / Joint Health and Safety Committee:

• Play an active role in the health and safety committee.
• Ensure all health and safety requirements for the office are met.

Social Committee:

• Play an active role in the social committee.
• Research activities, elicit feedback, and secure activities for the organization.

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 boardroom.

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.
• Understand and comply with all Coast Funds internal policies and the employee guidebook.
• As with all positions in this dynamic close-working non-profit team, being adaptable to an evolving work environment, 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 1 or 2 (one or two night) trips into the region annually.
• Support colleagues in coordinating travel logistics and booking airfare and accommodation.
• Support internal communications by updating shared platforms and circulating office-wide information to ensure all staff receive accurate and timely information for smooth daily operations and transparent information sharing.

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Key Measures of Success

• Coast Funds’ senior leadership and staff are effectively supported with a high level of administrative support and systems, and staff receive consistent, timely informational updates.
• First Nations leadership and staff affirm their satisfaction with the high level of client service they receive from the Office Coordinator.
• Colleagues affirm that effective collaboration with this position is occurring that encourages a positive, team atmosphere.
• Supplies are proactively ordered, equipment is maintained, and new hires have what they need to do their jobs in a timely manner.
• Travel logistics are supported for colleagues.
• Coast Funds staff feel supported to host guests in the office.

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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 or coordinator position(s), including experiences supporting senior management.
• Proven track record of managing confidential client information and corporate file systems.
• Experience working in a small, multi-faceted, organic team environment is ideal.
• Highly proficient in Microsoft 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) and project management software (such as Monday) would be an asset.
• Experience working with First Nations, Indigenous communities, or rural economic development would be an asset as would familiarity with the Great Bear Rainforest and Haida Gwaii region and coastal First Nations.

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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, including using styles to support branded templates.
• 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.

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About Coast Funds

Coast Funds is an Indigenous-led conservation finance organization delivers financing and services in support of First Nations’ investment in stewardship, conservation, and economic development.

Following the signing of the Great Bear Rainforest agreements, Coast Funds was established in 2007 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 the Great Bear Sea PFP, for marine stewardship and community-led development.

Today, the organization administers endowments and spend-down funds, which are allocated between participating First Nations, and provides financial administration services to First Nations and their partners.

To date, Coast Funds has delivered more than $145 million for over 500 Indigenous-led conservation, economic development, and sustainable energy projects. 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 ($55,000 to $60,000 range), 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 its team to deliver new financing and services for First Nations. There’s never been a better time to join us in serving First Nations and supporting their work to strengthen coastal communities and protect the lands, waters, and life in their territories.

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How to Apply

Individuals meeting the criteria above are encouraged to Eau-Vive Heppenstall, Senior Director of Programs and Operations.

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We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Métis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply. Given the nature of our work, we will be giving priority to Indigenous candidates and then to candidates who have worked with Indigenous organizations and bring a solid understanding of Indigenous practices, traditions, and worldviews.