Reports To: Chief Executive Officer (CEO)
Organization: Homebuilders Association Vancouver (HAVAN)
Location: Office (Surrey, BC).
Department: Operations

Salary Range: $60,000 – $79,000 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 Operations & Executive Support Manager who loves being the hub of the office and the go-to person everyone trusts to keep things running smoothly, efficiently, and strategically.

Reporting to the CEO, the Operations & Executive Support Manager plays a pivotal role in supporting the organization, the HAVAN team, the CEO and the Board of Directors. This role blends operations, office management, and executive support, with a strong focus on supporting the 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

1. Operations & Organizational Management (Approx. 40%)

• Oversee daily operational activities and ensure efficient internal systems, workflows, and technology.
• Develop, document, and improve office and operational policies and procedures. Experience managing systems improvements/changes for a team is an asset.
• Manage contracts and relationships with vendors, service providers, and the property management company, ensuring timely invoicing and payments.
• Support financial administration, including assisting with accounts payable/receivable, cheque runs, and budget coordination in collaboration with the Financial Administrator and Membership Department.
• Administrative support for programs led by HAVAN staff (printing name tags, preparing materials, organizing documents, and coordinating logistics as needed).
• Maintain operational records, data systems, and ensure compliance with HAVAN policies and standards.
• Review and recommend improvements to office systems, tools, and technology to enhance efficiency.
  

2. Executive Support to the CEO & Board (Approx. 25%)

• Provide confidential executive assistance to the CEO, including managing calendars, meetings, communications, and travel arrangements.
• Prepare Board meeting agendas, reports, and materials in coordination with the CEO.
• Filing of records for Board meetings and coordinating with the minute-taker.
• Track and follow up on action items from the CEO, Board, and leadership/staff meetings.
• Serve as a liaison between the CEO, Board of Directors, staff, members, and external partners, ensuring clear and timely communication.
• Support governance functions, including document management, policy updates, and annual reporting requirements.
• Handle sensitive and confidential information with professionalism and discretion.

3. Office Management & Administration (Approx. 35%)

• Manage HAVAN’s office operations, ensuring a professional, well-organized, and welcoming environment.
• Perform reception duties including greeting visitors, answering phones, and handling general inquiries.
• Maintain office equipment, supplies, and technology systems; coordinate repairs and upgrades as needed.
• Receive and distribute mail, manage courier services, and coordinate storage and filing systems.
• Provide hands-on assistance with event logistics, communications, and administrative needs during peak activity periods.
• Work with the Membership Department to update organizational memberships, CRM data, and ensure information accuracy.
• Support the Finance team with accounts receivable and payable.
• Support HR with the CEO, as it relates to onboarding and offboarding.
• Assist with organizing team meetings and internal events and staff engagement activities.
• Oversee compliance with office policies, health and safety, and administrative standards.
• Liaise with external agencies, organizations, and groups as needed to represent HAVAN’s professional image.

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, budgeting, and reporting practices is an asset.

 Skills & Competencies

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

Other Requirements

• Occasional work on evenings and weekends due to events.
• As this role requires 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 hybrid 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.

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.

Candidate interviews will occur during the application period, which will remain open until final candidates are identified.