Office Manager and Executive Assistant

Job Title: Office Manager and Executive Assistant

Reports To: Chief Executive Officer (CEO)

Organization: Homebuilders Association Vancouver (HAVAN)

Work Location: In-office (Surrey, BC)

Salary Range: $65,000 – $75,000, based on experience, plus a comprehensive benefits package

Position Summary

At HAVAN, you’re not just joining an organization, you’re joining a community. Our small team is high-performing, entrepreneurial, and collaborative, working together to champion the people who build Metro Vancouver’s homes and neighbourhoods through our three pillars – advocacy, connection and education. We are looking for an experienced Office Manager & Executive Assistant who loves being the hub of the office and the go-to person everyone trusts to keep things running smoothly and efficiently.

Reporting to the CEO, the Office Manager & Executive Assistant plays a pivotal role in supporting the organization, the HAVAN team, the CEO and the Board of Directors. This role blends office management and executive support, with a strong focus on providing reliable day-to-day support to the CEO and HAVAN team. Attendance at our in-person events will also be required on occasion.

The ideal candidate is proactive, a problem solver, tech savvy, efficient, and detail oriented. You must be a people person and thrive in a dynamic, energetic, member-focused environment that includes many industry stakeholders. You are comfortable managing office operations, supporting staff on events and initiatives, and working with the CEO with professionalism and efficiency. You understand that priorities often shift, and you stay focused on what needs to be done. You handle pressure with a calm, steady approach and keep the office grounded when things get busy.

In short, you help the organization run at its best. You take ownership of your work, act with professionalism, and bring a steady, supportive presence to the team.

About HAVAN

The Homebuilders Association Vancouver (HAVAN) represents more than 1,100 builders, developers, renovators, designers, suppliers, and professionals across Metro Vancouver. Since 1974, our members have helped shape the region’s homes and neighbourhoods.

We focus on three core areas:

• Advocacy that strengthens the industry’s voice
• Education that supports professional growth and better building
• Connections that bring members together and support business success

HAVAN is affiliated with CHBA BC and CHBA National, giving our members a strong voice at the provincial and federal levels of government. Our team works closely with industry leaders, municipal partners, and community organizations to support housing solutions and a strong, engaged membership.

Key Responsibilities

• Support HAVAN’s office operations, ensuring a professional, organized, and welcoming environment while overseeing reception and front-of-house activities.
• Provide Executive Assistant to the CEO, including managing schedules, correspondence, meeting preparation, and follow-ups with a high level of discretion and attention to detail.
• Support the CEO in coordinating key governance priorities, including the Annual General Meeting, Annual Election Meeting, annual audit process, and other key tasks.
• Maintain office systems, records, and databases, ensuring accuracy, confidentiality, and compliance with internal policies and standards.
• Oversee office health and safety and drive improvements to systems, tools, and technology to increase efficiency and support team productivity.
• Serve as the primary liaison with vendors, service providers, external partners, and building/property management, managing contracts and relationships as it relates to office operations.
• Manage office logistics including equipment, supplies, mail, courier services, storage, and filing systems, coordinating maintenance and upgrades as needed.
• Provide administrative and coordination support across HAVAN programs and events, including preparing materials, managing logistics, and supporting staff as required.
• Partner with the Membership team to maintain accurate CRM data and member records.
• Support HR administration with the CEO, including onboarding and offboarding, and contribute to a positive and engaged team environment.
• Coordinate internal meetings, staff events, Board meetings, and team engagement initiatives.
• Oversee financial administration tasks including accounts payable and receivable, cheque runs, and budget tracking.
• Identify opportunities to improve internal workflows, policies, and procedures, and support implementation of operational improvements.

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration, or related field.
• Minimum 3-5 years of experience in operations, administration, or executive support preferably in a nonprofit or membership-based organization.
• Experience supporting executive leadership, boards, or committees.
• Experience leading operational systems changes in an organization.
• Understanding of nonprofit governance and reporting practices is an asset.

Skills & Competencies

• Excellent organizational and multitasking skills, with a keen eye for details.
• Efficient in the management and organization of a high-volume office, strong ability to take initiative, and adaptable to shifting priorities.
• Strong communication and writing abilities.
• High proficiency with digital tools (Microsoft 365, Adobe, CRM systems, Monday.com, etc.), administrative technology, and active user of AI for efficiency.
• Analytical mindset with an ability to manage data and reporting.
• Discretion, judgment, and integrity in handling confidential information.
• Collaborative team player who can also work independently.
• Customer-service oriented people person.

Other Requirements

• Occasional work on evenings and weekends due to Association events.
• You will be based at the HAVAN office full time.
• As this role requires some travel across Metro Vancouver for events, you must have access to a reliable vehicle.
• Other duties as assigned.

Culture & Values Fit

You’ll thrive at HAVAN if you:

• Believe in the value of “WE”: You are collaborative, roll-up-your-sleeves to lend a hand type of person who easily works within a high-performing team and an entrepreneurial membership. You MUST be a people person.
• You are an excellent communicator, able to easily navigate different personalities and priorities to get the job done on time, on budget and with professionalism.
• Are detail-oriented but strategic — someone who can both plan and do.
• You are self-motivated and proactive. You enjoy and take pride in being the administrative lead to help your team be more effective and contribute to the overall success of the Association.
• You are a steady presence and can easily maneuver when faced with shifting priorities.

Sound like a great fit?

Work with purpose—competitive compensation, great benefits, and a collaborative, people-first environment that supports your growth and success.

We’d love to hear how you’d bring your talents to HAVAN. Apply with your resume and a cover letter explaining what you’re looking for next in your career and how it aligns with this position. Send to info@havan.ca by Monday, May 18.