Administrative Assistant

Reporting to: AEMI Principals

Association & Events Management International (AEMI) is a well-established, respected, and growing association management company that provides professional management services to a wide range of associations.

AEMI is seeking a detail-oriented and proactive Administrative Assistant to support our team across a variety of operational and administrative functions. The ideal candidate is a self-starter who takes initiative, follows direction, and works collaboratively in a team environment. They are exceptionally organized, possess strong communication and multitasking skills, and demonstrate a high level of proficiency with office technology and software.

Experience working in a small office or non-profit environment will be considered an asset.

Responsibilities

Act as an administrative assistant for AEMI and its client associations. This includes:

Key Duties

Membership

• Serve as the primary point of contact for current and prospective members.
• Process new member applications, renewals, and cancellations.
• Maintain accurate and up-to-date member records in the membership database.
• Generate membership reports to update the various committees.
• Support member onboarding, including welcome communications and materials.

Administration

• Provide administrative support to the relevant Executive Director and Managers.
• Assist in the development and implementation of internal systems and procedures.
• Maintain accurate records, files, and documentation for organizational compliance.
• Support financial processes such as invoicing, renewals, and member financial inquiries

Events and Programs

• Assist with the administration of events (registrations for conferences, assistance with member inquiries)
• Track registrations, process payments, and manage communications with attendees.
• Assist with coordinating logistics such as venue booking, catering, supplies, and technology setup.
• Provide onsite and virtual event support as needed.

Communications and Marketing

• Assist in the development and distribution of member newsletters and updates.
• Maintain and update website content, event listings, and membership resources.
• Support social media management and promotional campaigns.
• Respond to general inquiries via phone and email in a timely and professional manner.
• Provide administrative support for advertising/marketing fulfillment.

Committee and Board Support

• Act as liaison between the Executive Director and various committees or working groups.
• Take committee and working group minutes, set up meetings and send out calendar invites, draft agendas and prepare meeting materials.
• Assist in committee project management, including following up on action items and deadlines.

Database and Technology

• Ensure data accuracy and integrity in membership and operations systems.
• Generate standard and custom reports for management and board use.
• Liaise with IT vendors or consultants to resolve basic tech issues.

Bookkeeping

• Handle bank deposits and prepare digital and cheque payments.
• Record all receipts and disbursements.
• Perform monthly reconciliations and prepare financial statements.
• Assist in the preparation of annual budgets and forecasts.
• Keep track of bank balances.
• Follow the financial policies of the company and respective client associations.
• Prepare materials for the annual audits.
• Prepare and file GST/HST returns and, where necessary, QST returns.

Qualifications

1. Bachelor’s degree or Community College diploma/certificate in a related field, plus three to five years of administrative experience (preferably within the not-for-profit sector).
2. Superior organizational and communication skills, tact, diplomacy, and sound judgment.
3. Superior knowledge of Microsoft Office, Adobe Professional, and website maintenance.
4. Excellent time management skills and ability to problem solve and troubleshoot.
5. Self-starter with the ability to work independently and as part of a team.
6. Excellent command of English grammar and writing abilities.
7. French skills in reading, writing and speaking are an asset.

Diversity is a core value at Association and Events Management International. We are passionate about building and sustaining an inclusive and equitable environment for all. We lead with our values and beliefs that enable team members to develop their potential, bring their whole selves to the workplace, and engage in a world of inclusion. We know that having varied perspectives helps generate better ideas to solve the complex problems of a changing and increasingly diverse world.

If you are interested in this position and an opportunity to grow, please send your cover letter and resume/CV to careers@aemanagement.ca.

For further information about our company, please visit aemanagement.ca.