The Administrative Assistant provides high-level administrative and operational support to the Chief Executive Officer and the broader SRHBA team. This role is essential to ensuring the smooth day-to-day functioning of the office and supports activities across multiple areas including advocacy, membership, events, finance, and general operations.
The ideal candidate is a proactive and highly organized professional with strong attention to detail, excellent communication skills, and a genuine passion for administrative excellence. Experience working in a small office or non-profit environment will be considered a strong asset.
Key Responsibilities
1. Administrative & Executive Support
- Provide professional administrative support to the CEO and senior team, including scheduling, correspondence, filing, and project coordination.
- Manage calendars, meeting logistics, travel arrangements, and document preparation.
- Prepare and distribute agendas, minutes, and materials for Board, committee, and staff meetings; maintain accurate records and follow up on action items.
- Support preparation of reports, presentations, and communications on behalf of the CEO.
2. Office & Operational Coordination
- Oversee daily office operations, including mail, couriers, supplies, phone systems, and equipment.
- Maintain organized records, shared files, and office systems to ensure accessibility and efficiency. Coordinate office contracts and vendors (IT, telecom, lease, security, etc.) in collaboration with the CEO.
- Ensure the office environment remains organized, professional, and welcoming to visitors.
3. Membership & Event Support
- Assist with membership processing, renewals, invoicing, and maintaining accurate and up-to-date member records in the database.
- Support the planning and execution of SRHBA programs and events such as HomeStyles, the Housing Excellence Awards, conferences, and other member initiatives.
- Manage event logistics including bookings, invoicing, tracking, communications, and follow-up with participants, sponsors, and vendors.
- Coordinate registration lists, sponsorship tracking, and event materials, providing on-site support as needed.
- Deliver prompt, professional, and courteous service to members, partners, and event participants.
4. Financial & Administrative Reporting
- Track and process invoices, receipts, and payments, ensuring accuracy and timely reporting.
- Maintain and update financial tracking spreadsheets and assist with budget monitoring.
- Support preparation of monthly reports and reconciliation activities in coordination with bookkeeping and finance staff.
5. Governance & Compliance Support
- Prepare materials for Board of Directors meetings, Annual General Meetings, and committees.
- Maintain corporate and governance records, policies, and compliance filings (e.g., ISC, CHBA membership reporting, Lobby Registry).
- Assist with the coordination of Board elections, term tracking, and director communications.
6. Team & Organizational Support
- Provide administrative support across departments to ensure collaboration and efficiency.
- Contribute to a positive and team-oriented work culture that reflects SRHBA’s values of integrity, collaboration, excellence, sustainability, and community engagement.
- Perform other duties as required to support the success of the organization.
Qualifications
- 3+ years of experience in administrative assistant, executive assistant, a small office or non-profit environment will be considered an asset
- Strong communication, relationship-building, and organizational skills
- Ability to manage multiple priorities and work effectively in a fast-paced environment
- Experience with CRM systems, reporting, invoicing
- Professional, proactive, highly organized profession with strong attention to detail
- Familiarity with residential construction or the association sector is an asset
Why Join SRHBA
This is an exciting opportunity to join a respected industry association and play an important role in strengthening member value, supporting industry connection, and helping deliver some of the sector’s most recognized [email protected]
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Job Type: Full-time
Pay: $44,258.91-$55,965.00 per year
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
