Administrative Services Assistant

1

Administrative Services Assistant

Role Description

Reports to: Directly to the Executive Director of CAEP and functionally to Senior Managers as indicated below

Date Revised: July 2025

Location: Ottawa/National Capital Region (although the majority of work will be remote, we require the candidate to reside in our region).

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.)

Starting Salary:

• $55,000-$60,000

1-year contract with permanent position possible if performance is judged to meet expectations

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

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• 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

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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

4

• 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 conference call 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
• Work quality

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