Office Manager

Helicopters Without Borders; Vancouver; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

An innovative organization is seeking a dedicated Office Manager to ensure smooth operations across various departments. This role is vital for supporting a mission-driven team focused on providing carbon-neutral healthcare access to remote communities. The ideal candidate will thrive in a fast-paced environment, managing administrative tasks, stakeholder communications, and project coordination. With a commitment to cultural safety and inclusivity, this position offers a unique opportunity to make a significant impact in the lives of others while enjoying a competitive salary and benefits package.

Qualifications

• Proven experience in Office Management and Administration.
• Exceptional organizational and multitasking skills.

Responsibilities

• Manage office systems, documentation, and records.
• Act as a primary point of contact for partners and donors.
• Lead and coordinate cross-departmental projects.

Skills

Office Management

Coordination

Problem-solving

Communication Skills

Financial Oversight

Project Coordination

Google Workspace

Microsoft Office

Education

Experience in Office Management

Experience in Nonprofit Setting

Tools

Google Workspace

Microsoft Office

Job description

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.