Office Manager

6 days ago

Vancouver, British Columbia, Canada Helicopters Without Borders Full time

Job Title: Office Manager

Salary: CA$60,000-$80,000/yr. | Hybrid | Full-time

Location: Vancouver, BC

Helicopters Without Borders (HWB) supports remote and rural communities in BC with carbon-neutral healthcare access through aviation.

Position Overview:

HWB is seeking a highly empathetic, organized, adaptable, and proactive Office Manager to join our fun, fast-paced, and mission-driven team. This role is crucial for ensuring smooth operations across multiple departments, including Operations, Executive Leadership, Finance, Administration, Community Engagement, HR, and Grant Writing. Offering a competitive salary and benefits package.

The ideal candidate is an experienced Office Manager, Coordinator, and/or Administrator, comfortable wearing multiple hats and managing a variety of tasks with autonomy in a fast-moving environment. This might be for you if you are looking to contribute to a team that is dedicated to making a difference in the lives of others.

Key Responsibilities

Administrative Support

  • Managing office systems, documentation, records, and databases.
  • Provide comprehensive administrative support to the CEO, Board, and HWB team.
  • Manage executive calendars, schedule meetings, and coordinate cross-departmental communication.
  • Prepare, edit, and oversee correspondence, reports, presentations, and documentation.
  • Handle sensitive and confidential information with discretion.
  • Oversee office supplies, facility maintenance, and vendor relationships.
  • Overseeing compliance with policies and legal regulations.
  • Assisting with hiring, onboarding, and training of employees.

Stakeholder Engagement & Communications

  • Act as a primary point of contact for partners, donors, and board members.
  • Facilitate timely and effective internal and external communication.

Project Management & Special Initiatives

  • Lead and coordinate cross-departmental projects, ensuring collaboration and timely execution.
  • Monitor project milestones and provide progress reports to executive leadership.
  • Assist in organizing corporate events, initiatives, and fundraising activities.
  • Assist in transportation needs (mission equipment).

Financial & Budget Oversight

  • Support budget preparation, financial tracking, and financial planning.
  • Ensure compliance with financial procedures and expense management.
  • Assist in financial record-keeping and reporting.

Team & Culture Development

  • Foster a positive, inclusive, and high-performing work environment.
  • Uphold and promote cultural safety and sensitivity, ensuring respectful engagement with diverse communities.

Additional Requirements

  • Ability to work outside standard office hours (9 AM – 5 PM) from time to time.
  • Ability to travel occasionally for several days at a time to participate in flight programs.
  • Driver's license and access to a vehicle to commute between the Vancouver offices.
  • Commitment to cultural safety and extreme ability to work with diverse populations.

Qualifications & Skills

  • Proven experience in Office Management, Coordination, and/or Administration in a corporate or nonprofit setting.
  • Exceptional organizational, multitasking, and problem-solving skills in a fast-paced environment.
  • Strong written and verbal communication skills with high attention to detail.
  • Ability to work independently and exercise autonomy in decision-making.
  • Proficiency in Google Workspace (Docs, Sheets, Drive) and Microsoft Office (Word, Excel, PowerPoint).
  • Experience in financial oversight, budgeting, and project coordination.

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