Administrative Services Officer

The Organization

The Royal Military Colleges of Canada Alumni Association Inc. is a registered charity whose mission is to bring together the alumni and other members for the mutual benefit, support, mentorship and camaraderie; to advance education by establishing and maintaining scholarships, bursaries and prizes; to support and promote training and leadership programs by providing funding for programs and initiatives for the benefit of the Canadian Military Colleges to grow and develop Canada’s future leaders; to establish, preserve, protect and commemorate monuments and significant heritage sites at the Canadian Military Colleges; and to promote advocacy of the foregoing.

The Position

The Administrative Services Officer reports directly to the Chief Executive Officer (CEO) and provides administrative and operational support to the RMCAA staff team, Board of Directors, committees, and volunteers.

The Administrative Services Officer plays a key role in ensuring the smooth and efficient operation of the Association by providing administrative, governance, records management, and logistical support. The position assists with a broad range of activities and projects in support of the Association's mission and priorities.

Primary Responsibilities

Administrative and Organizational Support

• Provide administrative and operational support to the CEO, staff, Board of Directors, committees, and volunteers to facilitate the effective delivery of the Association's programs, services, events, and governance activities.
• Coordinate meetings, travel, schedules, correspondence, records, reports, and other administrative functions required to support the day-to-day operations of the Association.
• Provide administrative support for financial processes, reporting, record keeping, and other operational activities as assigned.
• Maintain confidential information, organizational records, and administrative systems in an accurate and professional manner.

Governance Support

• Provide administrative and logistical support for Board of Directors meetings, Annual General Meetings, committee meetings, and other governance activities.
• Act as Secretary for Board and committee meetings as assigned, including preparation of minutes and maintenance of governance records.

Donor and Alumni Records Administration

• Maintain accurate donor, alumni, volunteer, and stakeholder records within the Association's database systems.
• Generate reports and provide information to support fundraising, stewardship, alumni engagement, governance, and operational activities.

Events and Special Projects

• Provide administrative and logistical support for reunions, Homecoming activities, the Old Brigade Dinner, donor recognition events, meetings, and other organizational activities.
• Assist with special projects, new initiatives, and organizational priorities as assigned.

Other Duties and Organizational Support

• Support new programs, services, systems, processes, and organizational initiatives as they evolve.
• Undertake additional responsibilities and special assignments consistent with the purpose of the position.
• Perform other duties as assigned by the CEO.

Required Qualifications

• Postsecondary education in office administration, business administration, or a related field, or an equivalent combination of education and experience.
• Minimum of three years' experience in an administrative support role.
• Experience coordinating meetings, records, projects, or events.
• Experience working with databases and business software applications.

Required Skills

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft 365 applications.
• Ability to maintain confidentiality and exercise discretion.

Preferred Qualifications

• Experience working in a not-for-profit, charitable, alumni, educational, or membership-based organization.
• Experience using donor relationship management (CRM) databases.
• Bilingualism in English and French.
• Familiarity with military, alumni, or post-secondary education environments.

This job description describes the general nature and primary responsibilities of the position and is not intended to be an exhaustive list of all duties or responsibilities. The Administrative Services Officer supports the operational, governance, fundraising, alumni engagement, and administrative activities of the Association. Responsibilities may be adjusted, added, or reassigned from time to time by the CEO to meet organizational needs.

The Royal Military Colleges of Canada Alumni Association Inc. is committed to creating and maintaining an inclusive and welcoming workplace. We believe that diversity of backgrounds, experiences, and perspectives strengthens our organization and enriches our work. We are proud to be an equal opportunity employer and encourage applications from all qualified candidates. Accommodations are available upon request throughout the recruitment process and employment in accordance with applicable legislation.