Office Administrator

Coast Funds is hiring an Office Administrator to maintain and welcome guests to our office, and to act as a key resource for our staff team, senior leadership, board members, and the First Nations we serve.

Status	Permanent, full-time (37.5 hours/week)
Location	Our offices are in downtown Vancouver, BC and this role is expected to work from the office. Occasional travel to coastal communities will be required.
Start Date	September 2025
Salary Range	$60,000 to $70,000 per year, depending on experience
Reports to	Executive Administrator

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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.

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, as well as landlord and maintenance visits.
Ensure timely record keeping and accurate data entry for all contact updates in Salesforce.
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, along with corporate voicemail and email accounts.
Develop and maintain documentation of Coast Funds’ administrative procedures.
Assist with other general tasks as required.

Project Administration

Support 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

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.
As requested, support the assembly and cataloguing of Coast Funds’ digital photography files, client testimonials, and media articles related to initiatives supported by Coast Funds.

IT Administration

Maintain office equipment, coordinate hardware set-up with third parties, and maintain user listings for applications, in accordance with IT policies.

External Relationships

Working in partnership with other staff, maintain successful and collaborative relationships with participating First Nations on 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.

About You

We’re looking for an organized, detail-oriented, and experience administrative professional who shares our commitment to serving First Nations with respect, integrity, and accountability.

Specifically, we’re looking for someone who:

Holds a diploma or bachelor’s degree in a related discipline (e.g. business administration) and/or an equivalent combination of experience and training.
Brings three or more years of related experience in progressively more responsible and complex administrative position(s), including experiences supporting senior management.
Has a proven track record of managing confidential client information and corporate file systems.
Is highly proficient with Microsoft Outlook, Office 365, and Adobe Acrobat Pro.
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.

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 the Great Bear Rainforest agreements, 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 development. Today, the organization manages conservation endowments and economic 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 $120 million for over 450 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 ($60-70K), 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 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.

How to Apply

Individuals meeting the criteria above are encouraged to apply by emailing jobs@mcnak.com with the subject line: “Application for Coast Funds.” Please include a resume with your online application.

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Coast Funds has partnered with McNeill Nakamoto Recruitment Group (McNak), which is the exclusive recruitment partner for this role. For specific questions about this role, please contact Patricia Lim by email (patricia@mcnak.com) or phone (604-662-8967 ext. 113).

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.