Role: Operations Coordinator

Start Date: As soon as possible

Position: Full-time 30-37.5 hours per week

Location: In-person in Vancouver with potential for hybrid work after probation

Salary Range: $24/hr - $26/hr (PTO + benefits valued at $6,120 - $6,570)
Paid time off: 3 weeks vacation + 5 sick days + 2 weeks winter holiday closure

Benefits: Monthly health and wellness stipend

Are you an administrative whiz who thrives in fast-paced environments? Are you a master of organization, with a talent for prioritizing projects? Are you a team player who enjoys wearing many hats and tackling any task that comes your way? Sea Smart is looking for a highly organized,

hard-working, and adaptable Operations Coordinator to join our mission to inspire and empower kids to love and protect our oceans. As the right-hand person to our leadership team, you will play a vital role in keeping our organization running smoothly and supporting the team to achieve our goals.

We offer a competitive salary and benefits package, as well as opportunities for professional development and growth within Sea Smart. If you are a motivated organizer with a passion for making a difference in the world, we encourage you to apply for this exciting opportunity.

About Sea Smart

Sea Smart is a Vancouver-based charity that delivers innovative, engaging education programs based on science and current ocean issues to empower kids to be environmental champions across Canada and beyond. Created by a marine biologist, Sea Smart’s innovative programs teach about ocean issues with an action-oriented and solutions-based approach that is much needed in this day and age when environmental problems are overwhelming and it is easy to lose hope. We are a small and mighty team of passionate changemakers who have empowered over 1,000,000 people in over 30 countries to become ocean heroes. Join us to power waves of change around the world!

About the Role

The Operations Coordinator will be responsible for supporting the leadership team with all aspects of Sea Smart’s operations, from teaching and administrative tasks to assisting with outreach and communications. We are looking for a team player who loves to dive in and help with anything we need to run Sea Smart smoothly. Our ideal candidate is a problem-solver who can anticipate the needs of the organization and take action to support the team. 

You will thrive in this role if you:

• Are a creative problem-solver who is happy to dive in and help out your team wherever needed
• Love leaving a trail of organization and orderly habits in your wake
• Take initiative to improve systems and processes
• Enjoy a fast-paced work environment where projects and priorities may shift to meet our
• community’s needs
• Have integrity in all that you do and how you engage with your coworkers
• Want to work in a dynamic, creative, inclusive environment where your ideas, work, and contributions make a difference

Key Responsibilities

Administrative & Operational Support (60%)

• Manage day-to-day administrative tasks, including correspondence, record-keeping, and data entry
• Coordinate office operations
• Support the leadership team with scheduling, meeting preparation, and minutes
• Coordinating meeting and team event logistics, including coordinating schedules
• Proofreading and editing documents, reports, and presentations
• Maintaining the organizational system on Google Drive, Canva, Keela, and Airtable
• Updating handbooks and manuals as needed
• Note-taking in meetings, and assigning tasks in Asana
• Handle incoming calls and emails in a professional and timely manner
• Provide coverage and support as needed
• Wear many hats and be ready to take on any task that comes your way
• Other duties as needed

Program Support & Teaching (20%)

• Assist in the development and delivery of engaging environmental education programs
• Facilitate workshops, presentations, and activities for diverse audiences, including schools, community groups, and the general public

Outreach & Communications (20%) 

• Updating Sea Smart’s website and monitoring the SEO performance of the website
• Developing social media content as required by the marketing team
• Supporting the team with public outreach campaigns and events

Qualifications

• 2+ years of administrative experience, preferably with nonprofits
• Highly organized, proactive, strategic, with the ability to prioritize and adapt to changing priorities
• Proven ability to develop plans, set priorities, complete work with minimal supervision, and meet deadlines
• Strong written and verbal communication skills
• Strong attention to detail and problem-solving abilities
• Demonstrated ability to handle confidential and sensitive information
• Experience with project management software and proficiency in the use of Google Workspace software
  
  

Benefits

• Paid Vacation Days with Tenure - 1st year: 15 vacation days, 2nd year: 17 vacation days, 3rd year: 19 vacation days 
• 5 Sick/Personal Health days per year 
• 2-week winter holiday closure
• Health and Wellness Monthly Stipend following probation period ($60 per month) 
• Mix of Remote and In-Person work with flexible hours following the probation period
• Pro-deal discounts with Sea Smart’s corporate partners

Term of Appointment

This is a full-time role at 30-37.5 hours/week based at Sea Smart’s locations of work with a possibility of hybrid work after probation pending approval from the Executive Director. There will be some occasions when you will need to work during evenings and weekends. The work hours in such weeks will be adjusted so you do not exceed 60 hours per biweekly pay period.

How to Apply

Please send your cover letter and resume as one PDF to with the file name and subject line: FirstName_LastName - Operations Coordinator Application. 

We thank all applicants for their interest. We will only contact the shortlisted candidates.

This position will be posted until it is filled; we will review applications as they are received.

Sea Smart is strongly committed to equality and diversity within its community and to a welcoming and inclusive workplace. We foster a workplace where individual differences are recognized, appreciated, and respected to enable our team members to flourish. People with disabilities, Indigenous peoples, members of racialized groups, and members of other marginalized communities are highly encouraged to apply. 

Recruitment Process

Shortlisted candidates will be contacted for a 20-minute phone screening interview to assess their skills fit. A selection of candidates will be invited for an in-person 60-minute interview with the Managing Director and the Executive Director to further assess your experience and culture fit. Candidates who are shortlisted after the interviews will be requested to provide three work-related references as well as complete a one-hour-long practical assessment. Accommodations are available, upon request, during any stage of the recruitment process.