Operations Assistant Jobs

Who we are:

The Canadian Student Leadership Association is a federally registered charity in Canada. Founded in 1985 to originally support the continuation of our main event, the Canadian Student Leadership Conference (CSLC), CSLA has since grown, and now distributes leadership resources, materials, scholarships, and organizes programs and events for its member schools across the country.

Our vision is to build a strong community of secondary school students across the country who, inspired by their student leadership experiences, are actively engaged in their schools and communities and contributing to the betterment of society.

For more of who we are please visit: www.studentleadership.ca

Applying:

CSLA is an equal opportunity employer, and has a strong commitment to diversity, equity, inclusion and reconciliation. It is our goal that the youth leaders and educators we serve across Canada will see themselves reflected in our programs and opportunities.

We encourage any individual to apply. If you do not possess all of the qualifications listed, but believe you would be a great fit for this role, we invite you to submit your application.

Accommodations are available on request for candidates selected for an interview and for all aspects for the selection process. If an applicant or a successful candidate requests an accommodation, we will discuss their needs with them and make adjustments to support them.

We thank all applicants for their interest and time in applying. Only successful candidates will be contacted for an interview.

To apply, please submit a cover letter and resume to:

Maddie Campbell, Executive Director

[email protected]

The Role

The Operations Assistant will report to the Executive Director and support various activities within the organization to enhance our ability to serve student leaders in Canada. The role will focus on two core areas - logistics/admin support and financial management. This person will be responsible for scheduling and calendar management, travel bookings, daily bookkeeping, invoicing, and management of information and registration databases. The Operations Assistant will also provide support to CSLA members and program participants to ensure a quality leadership experience. Occasional event support may also be required.

Logistics/Admin:

• Event support (registration, catering planning, scheduling etc.) as necessary
• Schedule travel arrangements for staff, board of directors, program facilitators and contractors
• Manage collection and review of award documents and applications
• Regular updates of membership records, mailing lists, and member resources
• Survey creation and management
• Schedule and attend regular team meetings, take minutes
• Reviewing and updating annual documents, applications, program information sheets
• Assist in managing program calendars
• Create and manage program participant registration forms, reports on collected information

Finance:

• Collect, organize and maintain all receipts, invoices, etc from staff and suppliers
• Maintain the filing system for all financial records
• Manage staff expense reports
• Assist with the preparation of reports to meet government and funder reporting obligations and requirements
• Create invoices for program participants, track payments in Quickbooks and Registration software
• Assistant with the preparation of the budget under the direction of the Executive Director
• Competent in generally accepted accounting principles
• Enter supplier invoices into Quickbooks and create cheque payments
• Manage bi-weekly payroll
• Liaise with teams across the organization to resolve reconciliation and invoice issues, including the programming team
• Liaise with financial institutions, suppliers and funders to resolve invoicing and payment issues
• Reconcile bank account and credit card reports monthly

General:

• As this is a new position, other duties may become part of this role upon further communication and consultation with the successful candidate and staff team

Qualifications & Requirements

• Demonstrated ability to work independently
• Due to a handful of meetings/events occurring outside of normal office hours, flexible availability is required. These will be communicated well in advance.
• Ability to build relationships and work with multiple, and diverse, stakeholders
• Comfortable and experienced taking exceptional minutes for various meetings and types of teams
• Post-secondary education, courses or training in office, business administration, financial management, or other related program is an asset (relevant experience also considered)
• Personable, friendly and customer-support focused
• Exceptional verbal, written, and interpersonal skills; demonstrated ability to write business communication with clarity
• Ability to identify issues and challenges and bring forward potential solutions
• A team player looking to bring great opportunities to students and educators to enhance leadership skills
• Demonstrated commitment to equity, diversity, and inclusion
• A minimum of two years of administrative experience; in a small to mid-size non-profit/charity and/or education organization is an asset
• Bilingualism is an asset but not necessary
• Experience in youth programming, education spaces is an asset
• Event logistic support experience is an asset
• Skilled with various tech systems experience with Google Suite (Gmail, Drive, Google Meet, etc), Quickbooks Online, Zoom and WagePoint (training available)
• Organized, attention to detail, and experienced in managing several tasks at once with varying deadlines; comfortable in reprioritizing as needed

Additional Details:

• Vacation days available
• Phone and Internet Allowance, Hardware provided
• As this role grows and expands, there is a possibility of increased hours at the 6 month mark of the contract, and possible renewal as a full-time role
• This position will have additional hours flexibility in August to account for busier periods of time in July and September/October
• This position is a hybrid position, with a majority of work being remote. Occasional in-person meetings to exchange materials and set priorities will occur