Job Description

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.)

Work Environment:

This is a remote position with occasional visits to the office. This position requires travel to our annual conference held in late spring every year Additional occasional travel to other conferences and events may be required. Flexibility in working hours may be needed during peak times, such as during conferences. Any overtime work during conference will be required and paid out in lieu days

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

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Key Accountability 4: Coordination of Committee meetings at the annual CAEP Conference

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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:

Work from home
Experience:

Administrative: 5 years (required)
Language:

English (required)
Work Location: Hybrid remote in Ottawa, ON K1R 7S8

Application deadline: 2025-07-27