Administrator

**Administrator**

**Job Type**: Part-time or Full-time, hybrid
**Starts**: July 2025
**Salary**: $32 - 37.50/hr + benefits
**Reports to**: Operations Director

**Who We Are**:
The Fireweed Institute is an Indigenous-led organization rooted in collective leadership, decolonial approaches, and transformative systems change. We work to nurture spaces where Indigenous knowledge, ceremony, and community care guide our path forward. Our programming blends online learning, mentorship, leadership development, and investment-readiness support to help Indigenous entrepreneurs scale their businesses. Rooted in Indigenous worldviews, we explore alternative economic models and advance economic reconciliation. Our fellows are scaling powerful ventures that strengthen Indigenous communities, while our future apprentices will ensure the next wave of Indigenous entrepreneurs can access the funds they need to grow their businesses and impact.

Some of the Benefits of Joining Fireweed
- Combination of remote and in-office work environment
- Competitive salary, extended health benefits, strong work-life balance, supportive and inclusive team environment
- Meaningful, mission-aligned work that creates real impact
- 10 days of annual paid vacation in addition to scheduled seasonal operational closures [1-week in August and 2-weeks Dec/Jan], wellness days, and ceremony leave
- A culture of reciprocity, flexibility, and relational accountability

How will you make an impact?

The Administrator will provide administrative, research, and communication support to the Executive and Operations Directors. This includes conducting background research to support decision making, creating decks and documents, managing calendars and documentation, booking travel, drafting correspondence, and supporting operational logistics. The role will also help with project management, onboarding new team members, supporting IT and systems troubleshooting. As a coordinator of time and resources, the Administrator drives impact by helping the Fireweed team supporting efficient and enjoyable workflows and information exchange. This role has an excellent opportunity to grow within our organization. We are considering both part and full-time team member(s) for this role - share your desired fit

What will you work on?

**Calendar, Communications and Workflow Management**
- Maintain complex calendars for the Executive and Operations Directors, including internal team meetings, external partnerships, and travel schedules
- Prepare and circulate pre-meeting materials such as agendas, bios, briefing notes, and presentation decks
- Support in the design of pitch decks, presentations and media/marketing materials
- Draft, proofread, and format professional correspondence, board memos, social media posts, and internal communications
- Coordinate meeting logistics including Zoom setup, room bookings, time zone adjustments, and attendee confirmations
- Support executive team with project tasks and deliverables

**Meeting and Document Coordination**
- Prepare detailed agendas in collaboration with leadership, ensuring clarity of meeting goals
- Take and distribute accurate minutes, summarizing decisions, actions, and next steps
- Track tasks arising from meetings, ensuring timely completion and accountability
- Maintain structured filing systems (digital and physical) and version control for key organizational documents

**Event and Research Support**
- Identify conferences, learning exchanges, and events aligned with Fireweed’s mission and leadership visibility goals
- Support planning and logistics for hosted events
- Conduct research into potential collaborators, ecosystem partners, and funders to support strategic outreach
- Maintain stakeholder tracking systems and follow-up records for relationship development

**Onboarding and IT Support**
- Lead the administrative onboarding process for new hires, including scheduling orientation meetings and sharing onboarding documentation
- Ensure new staff are set up with MS365, Google Workspace, Slack, benefits enrollment, and other internal systems
- Troubleshoot day-to-day technical challenges, escalating complex IT needs to contractors
- Maintain IT inventory records and periodically assess hardware/software needs for staff productivity

**Who are we looking for?**
- 2+ years of administration experience, preferably in non-profit, Indigenous-led, or community organizations
- Some graphic design or layout experience/skills preferred
- Strong writing skills for correspondence, agendas, and internal communications
- Excellent organization and time management; can juggle competing priorities
- Experience managing meetings, travel, events, and external communications
- Comfortable handling confidential information
- Able to address basic IT issues and work with tech contractors as needed
- Must hold a valid driver’s license and live within commuting distance of Vancouver
- Experience supporting executive leaders or worki