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.