Executive Coordinator

The Executive Coordinator provides executive, administrative, project, and business support to the Vice President, Operations and senior leadership team. This role is responsible for managing executive schedules, coordinating meetings and travel, preparing reports and business documentation, tracking action items and deadlines, and supporting communication across departments. The Executive Coordinator also supports project startup activities, bid and proposal administration, document control, contract and compliance documentation, business development initiatives, and leadership programs.

Acting as a central point of coordination between leadership, project teams, operations, accounting, and external stakeholders, this role helps ensure business priorities, projects, and administrative processes are organized, tracked, and completed efficiently.

Location: This position is ideally based in West Kelowna, BC, working closely with the Vice President, Operations and leadership team. We recognize that exceptional talent can be located outside the region, and remote work may be considered for the right candidate based on experience, qualifications, and alignment with the needs of the role.

Why Join the Sutherland Group?

• Diverse career opportunities across transportation, logistics, industrial services, and construction
• Competitive pay, comprehensive rewards, and benefits
• Opportunities to build a long-term career, not just a job
• A collaborative culture built on safety, respect, and transparency
• Meaningful work that supports the success of multiple businesses and teams
• Local roots and proud supporters of the communities where we live and work

Compensation

$60,000 - $70,000 per year

Compensation will be commensurate with experience, qualifications, and overall alignment with the requirements of the role.

Responsibilities

Coordinate executive calendars, meetings, travel, and administrative priorities for the Operations and leadership team.

Prepare reports, presentations, meeting materials, executive correspondence, and business documentation.

Track action items, commitments, deadlines, and key initiatives to ensure timely follow-through and accountability.

Support project startup activities, including permits, compliance documentation, vendor onboarding, and project administration.

Coordinate bid submissions, proposals, client documentation, tender packages, and business development activities.

Manage records, document control, contracts, approvals, filing systems, and other corporate administrative processes.

Support leadership initiatives, onboarding activities, meetings, employee events, and organizational programs.

Act as a central point of coordination between leadership, project teams, accounting, operations, clients, vendors, and external stakeholders.

Additional responsibilities may be assigned as required.

Qualifications

Diploma, certificate, or equivalent experience in Business Administration, Office Administration, Project Administration, or a related field.

2+ years of experience in executive support, administration, project coordination, business support, or a similar role.

Strong organizational, time management, multitasking, and problem-solving skills with a high degree of accuracy and attention to detail.

Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.

Excellent written and verbal communication skills, with the ability to manage confidential information and build relationships across all levels of an organization.

Experience supporting senior leaders and coordinating projects, business initiatives, meetings, or administrative processes is considered an asset.

Experience with bid coordination, document control, contract administration, compliance documentation, or…