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Sea Smart – Office Manager Job Posting

Position: Office Manager
Eligibility: ages 18 to 30 (inclusive) (Canada Green Corps, see below)
Organization: Sea Smart
Location: Vancouver, BC

Do you:

  • Love our oceans and want to get kids excited about our oceans?

  • Want to help make the world a better place?

  • Think it’s important to connect kids to nature?

  • Believe that one person can make a big difference in the world, and together, we can do so much more?

Then working with Sea Smart is perfect for you!

Sea Smart is looking for a dynamic changemaker to join our team as an Office Manager. Sea Smart has been developing and delivering high impact student, teacher and community programming to thousands of participants across Metro Vancouver. We are looking for someone who has passion and phenomenal organizational skills to help manage a start-up non-profit. As our Office Manager, you are responsible for the smooth running of our office through a range of administrative, financial, and managerial tasks.

This is a full-time position that starts on January 2, 2019. Please submit your application by December 7, 2018. We will review applications as we receive them, so it is best to apply as soon as possible.

This job is for you if you want to…

  • Be part of a team and organization dedicated to inspiring and empowering youth to be environmental champions

  • Work in a dynamic, creative, inclusive environment where your ideas, work, and contributions make a difference

  • Actively make a difference both behind the scenes and with on-the-ground implementation

  • Develop professionally and evolve personally

About Sea Smart

Sea Smart delivers innovative, engaging education programs based on science and current ocean issues to empower youth to be environmental champions in Metro Vancouver.

Sea Smart uses fun, hands-on games and activities to teach youth in Kindergarten to Grade 12 about current issues impacting our oceans and get them brainstorming solutions in our school workshops, after school programs, and summer camps. Created by marine biologist Dr. Elaine Leung, Sea Smart helps youth understand the role they play in making the world a better place while building essential life skills such as creative thinking, personal awareness, and social responsibility.

No oceans, no us. Sea Smart’s innovative curriculum teaches youth about ocean issues with a solutions-based approach that is much needed in this day and age when environmental problems are overwhelming and it is easy to lose hope.

Job Description

We are looking for an Office Manager to aid in Sea Smart’s core goals of science and environmental education. The main focus is to coordinate administrative duties and office procedures to streamline communication with clients and amongst the Sea Smart team. The key skills we require are dedication, strong initiative, very high attention to detail, and exceptional organizational skills.

Sea Smart employees wear many different hats, allowing you to develop skills in multiple areas of interest. The Office Manager responsibilities include developing procedures and policies to increase office efficiency, managing filing systems, scheduling meetings and appointments, and providing general administrative support to our employees. Previous experience as an Office Manager or Office Administrator is advantageous. A successful Office Manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation. Bringing experience and knowledge in communications, program coordination and/or education is ideal, along with key skills to co-create a collaborative and competent team.

Under the guidance of the Executive Director, the Office Manager responsibilities include:

  • Administration

    • Upkeep of financial operations (creating/processing/maintaining records of invoices, bills and receipts)

    • Prepare payroll

    • Ensure filing systems are maintained and current

    • Create and update employee manuals

    • Review and update policies

    • Point person for maintenance, scheduling, mailing, supplies, equipment, bills and errands

    • Organize and schedule meetings, appointments, and bookings for executives and Sea Smart team

    • Monitor and maintain office supplies inventory

  • Communications

    • Provide general support to clients

    • Handle customer inquiries and complaints

    • Plan and coordinate Sea Smart events, fundraising, and community outreach

    • Develop and maintain relationships with community and corporate partners

    • Research and apply for grants related to STEM and education

    • Research, design, and implement marketing materials

    • Maintain social media channels in coordination with the Communications Team

  • Human resources

    • Recruit, train, and onboard staff

    • Develop onboarding procedures

    • Schedule staff

  • Perform other duties as requested by the Executive Director

Qualifications Required

  • Minimum Bachelor’s degree with strong background in office administration

  • Proven experience as an Office Manager, Front Office Manager or Administrative Assistant

  • Knowledge of office administrator responsibilities, systems and procedures

  • Proficiency in MS Office and Google Drive

  • Excellent time management skills and ability to multitask and prioritize work

  • High attention to detail and creative problem solving skills

  • Excellent written and verbal communication skills

  • Proven leadership skills and exceptional teamwork abilities

  • Strong organizational and planning skills in a fast-paced environment

  • A creative mind with the ability to suggest improvements

  • Clear criminal record check for the vulnerable sector within the last five years or ability to obtain and pass a clear criminal record check

  • Minimum emergency first aid and CPR C level certification within last three years

  • Having regular access to a reliable vehicle and valid driver’s license is highly desired but not required; if applicable, please highlight your vehicle access in your cover letter

This position is part of the Canada Green Corps program and applicants must:

  • Be between the ages of 18 and 30 (inclusive) at the time of intake/selection;

  • Be a Canadian citizens, permanent residents, or persons who have been granted refugee status in Canada;

  • Be legally entitled to work according to the relevant provincial legislation and regulations;

  • Not be in receipt of Employment Insurance (EI) benefits at the time of the placement

  • Not be full-time students or co-op students during the period of employment;

  • Not have participated in a youth project or programme funded by the federal government within one year. If youth have participated in a federally-funded youth programme, they must have been continuously unemployed throughout the following year, and their application will be subject to review;

  • Must be able to commit to a full-time job placement

Term of Appointment

This position is based in Vancouver and successful applicants must be willing to relocate to Metro Vancouver if they live elsewhere. This position is available for 1 year from January 2 to December 7, 2019. This position can be extended pending performance.

Full-time hours are approximately 9:00 am to 5:00 pm, for 37.5 hours per week. There will be some occasions where you will need to work during evenings and weekends. The work hours in such weeks will be adjusted to total 37.5 hours per week.


Dependent on experience. $15 to $19 per hour + 4% vacation pay.

Ready to apply for the position?

  1. Complete the employment survey at

  1. Email a cover letter and CV to:

Aaron Purdy

We thank all of those who apply, but only short-listed candidates will be contacted.

When applying, please indicate that you saw this posting at

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Current status: Open/apply now.   Date posted: Nov 6 2018    ID: 49059