Job Description

Office & Operations Lead

Salary:

CA$60,000-$80,000/yr. | Vancouver, BC | Full-time

About Us

Helicopters Without Borders is a not-for-profit organization providing critical air support for healthcare, community services, and emergency needs in remote communities. We are fast-moving, collaborative, and deeply committed to cultural safety and meaningful impact across British Columbia.

The Opportunity

In this role, you'll be at the heart of our organization -- supporting the CEO and Director of Operations, streamlining workflows, and ensuring smooth operations across everything from administration to project coordination.

This role will start as five days in office to ensure strong relationship building and full immersion in our systems. After a 4-6-month ramp-up, you'll have the flexibility to move into a hybrid arrangement.

It's the perfect fit for someone who:

Thrives on variety and independence. Wants to work closely with a CEO and a Director of Operations, to learn every aspect of a mission-driven organization. Is excited by process management, problem-solving, and leveraging tools to make work smarter and faster.

What You'll Do

Executive & Administrative Support

Organize and manage the CEO's calendar and mailbox. Draft reports, presentations, and correspondence. Prepare board materials, agendas, and meeting documentation. Handle sensitive and confidential information with discretion.

Operations & Office Management

Oversee office systems, documentation, and vendor relationships. Create, update, and maintain SOPs for recurring workflows. Support flight operations with planning logistics and passenger communications. Use modern productivity, project management, and CRM tools (e.g., Google Workspace, Asana, and Keela) and AI to streamline workflows.

Project & Stakeholder Coordination

Lead cross-departmental projects and special initiatives, ensuring collaboration, timely execution, and follow-through. Build and maintain strong relationships by liaising with partners, donors, board members, and community stakeholders. Contribute to grants and fundraising efforts by supporting research, data collection, and preparation of proposals or templates. Track and report on project milestones, providing clear progress updates to executive leadership. Support organizational events and initiatives, including fundraising activities, donor stewardship, and community engagement. Assist with operational logistics such as coordinating transportation for office supplies, marketing materials, and mission inventory.

Finance & HR Support

Handle financial data entry and donation receipting. Maintain accurate tracking in coordination with accounting. Support budget prep and ensure compliance with basic reporting requirements. Coordinate onboarding, reviews, and HR documentation.

Who You Are (Must-Haves)

Class 5 Driver's License and access to a vehicle to commute between Vancouver offices and support mission logistics. Highly organized, proactive, and resourceful - you get things done without waiting for step-by-step direction. Comfortable balancing urgent requests, shifting priorities, and "no two days the same." Willing to work outside of standard office hours (9 AM - 5 PM) from time to time Able to travel occasionally for several days at a time to participate in flight programs. Tech-savvy and curious, you've used AI or automation tools to work smarter. Committed to cultural safety and skilled in working with diverse populations.

Nice-to-Haves

Familiarity with basic accounting or bookkeeping. Experience in nonprofits, healthcare, aviation, or government. Financial administration or grant writing experience. Event/project management experience.

What This Role Is (and isn't)

A fit if you like variety, independence, and being trusted to solve problems. A fit if you enjoy managing processes and systems. Not a fit if you prefer narrow, repetitive tasks or need constant structure. Not a fit if you're looking for a fully remote position.

The Hiring Process

We believe in transparency, so here's what to expect:

Initial Phone Screen: We'll talk about your background, motivation, and fit. Structured Interview (video call, 60 min): We'll dive into examples of your past work, problem-solving style, and how you manage competing priorities. You'll also do a short practical exercise (e.g., prioritizing tasks or drafting a sample email). CEO Interview (video or in-person, 45-60 min): A conversation with our CEO to assess alignment, growth potential, and cultural fit. References & Offer: If all goes well, we'll check references and move quickly to an offer.
Helicopters Without Borders acknowledges the traditional territories of the Tsawwassen and Musqueam First Nations and all Coast Salish peoples who have been stewards of this land since time immemorial.

Job Type: Full-time

Pay: $60,000.00-$80,000.00 per year

Language:

English (required)
Work Location: Hybrid remote in Vancouver, BC V6A 2E4