Reports directly to the Executive Director of CAEP and functionally to Senior Managers as indicated below.
1-year contract with permanent position possible if performance is judged to meet expectations.
Summary Profile:
The Administrative Services Officer supports the senior management of CAEP with the following:
- Co-ordinate exhibitor registration and provide onsite assistance at Conference
- Assist in providing financial administration support
- Provide administrative support to specific CAEP Committees
- Coordination of Committee meetings at the annual CAEP Conference
- Provide administrative and coordination support for all signage and furniture needs
- Provide support to the CAEP Board of Directors
QUALIFICATIONS:
- Canadian Citizen
- High school diploma
- 5 years administrative experience
- Experience in using Microsoft software (excel, word, PowerPoint, Teams, outlook, etc.)
JOB ACCOUNTABILITIES
Key Accountability #1: Coordinate Exhibitor Registration and Provide on-site Assistance at Conference
Duties/Tasks
- Under the direction of the Senior Lead, assist in selling booths
- Co-ordinate exhibitor registration prior to conference
- Propose, assemble and distribute a welcome kit for exhibitors
- Assist in work with Conference venue staff to draft an exhibit hall floor plan for approval
- Prepare exhibitor/sponsor delegate lists
- Provide onsite event support and supervision including set up, onsite execution, and tear down
- Maintain up-to-date partnership list for mailchimp eblasts to potential sponsors/exhibitors
- Organize volunteers for conference and family-friendly events
- Provide sales updates to executive director/team members as required.
- Obtain Exhibitor and Sponsor information for posting on the CAEP website
Expected Results
- Timely exhibitor registration
- All Sponsors and Exhibitors are displayed on the CAEP website
- All Exhibitors have the information that they need for the Conference
Decisions made by incumbent
- Establish a process for registration
- Establish a process and format for obtaining Exhibitor and Sponsor information for CAEP Website
- Propose the contents for the Welcome kit
- Work with conference center staff to prepare a draft layout for the Exhibit Hall
- Respond to Exhibitors’ questions and liaise with senior managers and/or Executive Director where needed
Measurements
- Quality of work – established processes are followed
- Satisfaction of the Exhibitors
- Efficiency in completing tasks
- Completion of the highest priority tasks first
Reporting Supervisor: Senior Lead, Partnership
Key Accountability #2: Assist in providing financial administration support
Duties/Tasks
- Produce invoices, process payments and track payment status of all sponsorship and exhibitor sales as required
- Create and maintain a spreadsheet for easy tracking
- Provide an overdue payment report monthly for follow-up
Expected Results
- Produce invoices, process payments and track payment status of all sponsorship and exhibitor sales as required
- Create and maintain a spreadsheet for easy tracking
- Timely production of invoices
- Ability to easily track payment status of all sponsorship and exhibitor sales
Decisions made by incumbent
- Creation of tracking sheet
- Follow-up with clients as required
- During regular meetings, review tracking documents, and highlight issues and propose solutions
Measurements
- Quality of work – accuracy, neatness and completeness of minutes
- Speed and efficiency in completing tasks
- Completion of the highest priority tasks first
- Accuracy of tracking sheet
Reporting Supervisor: Executive Director
Key Accountability #3: Provide administrative support to specific CAEP Committees and CAEP Board of Directors
Duties/Tasks
- CAEP Board: organizing meetings, managing SharePoint Board site, organizing logistics for in-person meetings and providing support where necessary
- Nominating Committee: updating timelines for AGM, organizing meetings, drafting agendas and minutes, preparing member eblasts, assisting in AGM meetings, and providing support where necessary
- General administrative support to the Executive Director
Expected Results
- Agendas accurately reflect the direction of the Committee Chair
- Materials are sent out in a timely fashion allowing the members time to read
- Follow-up is completed in a timely manner
Decisions made by incumbent
- Development of agenda for meetings, to be approved by Reporting Supervisor
- Organize and send out meeting details
- Provide/oversee follow-up action(s)and Committee Chair
- Recommendations to the CAEP Executive Director on solutions to issues
Measurements
- Accuracy and timeliness of minutes
- Timely follow-up
Reporting Supervisor: Executive Director and various senior staff
_ Key Accountability 4: Coordination of Committee meetings at the annual CAEP Conference_
Duties/Tasks
- Manage the process for Committees to book rooms at the CAEP Conference
- Oversee implementation of process
Expected Results
- Established an automated process that will provide fair and equitable access to room space for Committee meetings at conference
- Oversee the process and work to resolve any issues that arise
Decisions made by incumbent
- Creation of an automated process
- Follow-up with Committees as required
- Highlight issues and propose solutions to the Executive Director that cannot be easily resolved
Measurements
- Easy to use automated process
- Efficient oversight
Reporting Supervisor: Executive Director
Job Types: Full-time, Fixed term contract
Contract length: 12 months
Pay: $55,000.00-$60,000.00 per year
Benefits:
Experience:
- Administrative: 5 years (required)
Language:
Work Location: Hybrid remote in Ottawa, ON K1R 7S8
Application deadline: 2025-07-2
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