Membership and Committee Coordinator (bilingual)

JOB DESCRIPTION – Membership and Committee Coordinator

AMMI Canada is a national not-for-profit professional association that represents physicians, clinical microbiologists and researchers who specialize in the fields of medical microbiology and infectious diseases. We bring together expertise from across Canada to strengthen how infections are prevented, diagnosed, managed and treated.

Guided by our vision, Fewer infections. Fewer outbreaks. Healthier communities, we collaborate with our partners to optimize prevention, diagnosis and treatment of infections.

Through education, research, innovation, and advocacy, we support our members and partners in addressing current challenges, preparing for emerging threats, and shaping a healthier future for all communities in Canada.

Position Overview: Reporting to the Executive Director (ED), AMMI Canada is seeking an enthusiastic, collaborative, and highly organized individual who can work effectively both independently and as part of a team.

The Membership and Committee Coordinator will support AMMI Canada’s membership operations and committee governance structure. This role manages day-to-day membership administration, provides organizational and administrative support to committees and working groups, and contributes to website maintenance and member communications.

Membership responsibilities:

• Serve as the primary point of contact for membership inquiries, onboarding support, and renewals, working closely with the association Secretary as needed.
• Maintain accurate records in the association database, including processing applications, membership category updates, payments, invoices, and refunds.
• Coordinate the annual membership renewal cycle, including email communications, troubleshooting, and targeted follow-ups.
• Support ongoing membership engagement initiatives, including welcome messaging, renewal reminders, and member outreach.
• Prepare regular membership analytics, lists, dashboards, and trend reports for leadership and committee review.
• Maintain and update website content related to membership, committees, job postings, programs, and public information.
• Coordinate and post job opportunities for external organizations and members.
• Assist in preparing and distributing member-facing communications, e-blasts, announcements, and newsletters.
• Support management of AMMI Canada’s social media presence (e.g., LinkedIn, Instagram, Facebook), including posting updates, event announcements, and engagement content.
• Ensure consistency of messaging and adherence to branding and communications standards.

Committee and Working Group responsibilities:

• Provide administrative and operational support to AMMI Canada committees, working groups, and task forces.
• Schedule meetings, circulate materials, track attendance, and maintain organized agendas.
• Draft and distribute accurate meeting minutes and follow-up action summaries.
• Maintain committee membership lists, terms of reference, membership records, and onboarding documentation.
• Support calls for volunteers, appointment processes, and role renewals.
• Track committee activities and timelines to ensure alignment with organizational priorities and governance expectations.
• Assist Committee Chairs in planning workflows, meeting schedules, and deliverables.
• Ensure committee documentation and project records are well-organized and up to date.

Qualifications

Essential Skills and Experience

• Post-secondary education in administration, communications, health sciences, public administration, or a related field; or equivalent professional experience.
• Minimum 2 years of experience in membership services, administrative coordination, project support, or association/not-for-profit administration.
• Proficiency with Microsoft Office 365 is required.
• Experience working with membership databases, website platforms (e.g., WordPress), email distribution software (e.g., Mailchimp), and survey tools (e.g., Simply Survey) is an asset.
• Experience with social media platforms (LinkedIn, Instagram, Facebook) is an asset.
• Experience working in a Mac-based environment.
• Bilingualism (English/French) is considered a strong asset.

Personal Attributes

• Strong organizational skills and ability to manage multiple ongoing priorities and deadlines.
• High level of attention to detail, accuracy, and follow-through.
• Communicates clearly and professionally, both verbally and in writing.
• Works collaboratively and respectfully with colleagues, volunteers, and external partners.
• Takes ownership of tasks and is motivated to produce high-quality work that contributes to the success of a small, mission-driven organization.
• Builds trusted working relationships and exercises discretion when handling information.
• Adaptable and open to learning, growth, and evolving priorities.

Work Environment & Expectations

• Works effectively both independently and as part of a small, coordinated team.
• Comfortable coordinating multiple workflows and responding to evolving priorities.
• Able to participate in virtual meetings and collaborate in a remote/hybrid working environment.
• Occasional travel may be required to support meetings and the annual conference