Administrative Assistant

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

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.

To apply, please submit your resume and cover letter to: ***email_hidden***

We thank all applicants for their interest; however, only those selected for an interview will be contacted.