Membership & Events Coordinator

CANADIAN TOOLING & MACHINING ASSOCIATION

For over 60 years, the Canadian Tooling & Machining Association (CTMA) has served as the premier national organization representing, supporting, and promoting the interests of the Canadian tooling and precision metalworking industries. Originally founded by uniting various regional trade associations into one powerful collective, our mandate is to drive industry advancement by actively collaborating with educational institutions and government bodies to develop critical skills and provide vital networking opportunities.

Our small management team is passionate, agile, and deeply dedicated to championing the interests of Canadian manufacturers. By joining CTMA, you become part of an impact-driven association that stands on a solid foundation of ethics, active advocacy, and industrial innovation.

POSITION TITLE: Membership and Events Coordinator

JOB SUMMARY:

As the Membership and Events Coordinator, you will be the main point of contact and the welcoming face of our national membership base. You will be responsible for the smooth delivery of member services, board and committee activities, association events, and the execution of day-to-day operations.

This role requires exceptional organizational and relationship management skills, as you will develop positive connections with a diverse network of manufacturers, industry sponsors, board members, and venue partners. Set within a fast-paced association environment, this is a multi-faceted operational role positioned for individuals who thrive on managing overlapping priorities, delivering high-quality professional support, and bringing a positive, energetic spark to our community-focused events.

REPORTING:

The Membership and Events Coordinator will report directly to the Executive Director. You will also work closely with and support the Marketing Manager on joint event promotions, communication campaigns, and member engagement initiatives on a project-by-project basis.

PRIMARY RESPONSIBILITIES:

(A detailed job description outlining all day-to-day responsibilities may be provided to select candidates during the interview process.)

Membership Management & Database Administration

• Manage the full membership lifecycle within online member management system (Membee), from processing new applications and onboarding logistics to coordinating automated renewals and handling dues collections.
• Serve as the gatekeeper for member data integrity, ensuring all profiles and directories are accurately updated across Membee and Outlook.

Plant Tours & Dinner Meetings (2 Spring/2 Fall), Webinars & Other Events

• Coordinate all moving parts for in-person and virtual events, including venue selection, speaker scheduling, custom catering arrangements, and technical Zoom setup.
• Manage the business side of events by tracking registration pipelines, preparing event budgets, and compiling post-event financial closeouts.
• Partner with marketing on promotion and attendee management while leading on-site execution, registration desks, and corporate sponsor hospitality.

Automation & Tech Committee Support

• Manage the complete operational and technical lifecycle for Automation & Tech Committee events and panel discussions, from venue contracting and digital link provisioning to live, on-site operations.
• Support the Marketing Manager to deploy promotional communications, manage registration workflows while maintaining fiscal oversight through budget formulation, fee setting, and executive financial reporting.

Annual General Meeting (AGM) & Dinner Operations

• Oversee end-to-end operational logistics for the AGM and Dinner, from initial facility contracting and execute venue and refreshment contracts, and supervise technical setup, catering, and audio-visual (A/V) requirements.
• Prepare high-level administrative documentation, including agendas, detailed itineraries, nomination scripts, reports, motions, and special resolutions, while capturing formal meeting minutes during the business proceedings.
• Maintain budgetary controls across the lifecycle of the event, generating final cost analyses for board review and driving continuous improvement through post-event surveys.
• Manage complex on-site operations, including VIP seating charts (President's Table and Award winners), registration desks, official business minute tracking, and post-event feedback surveys

Board of Directors Meetings & Support

• Manage the end-to-end operational lifecycle for quarterly board meetings, combining calendar and virtual link scheduling with physical venue and catering management.
• Administer corporate board governance by distributing essential pre-meeting portfolios, recording official minutes, and tracking action-item accountability.

Awards Program Support

• Assist the Marketing Manager with the structured nomination and evaluation processes for both the Apprentice Awards and High School Awards programs.
• Provide comprehensive administrative support to the Marketing Manager and Executive Director, including arranging selection meeting lunches, recording official minutes, and distributing meeting updates.

Marketing & Communications Support

• Provide input and collaborative support on adjacent corporate communications as needed.
• If requested by Marketing Manager, assist with proofreading the official magazine and monthly e-newsletters, providing suggested edits for consideration.

EDUCATION / EXPERIENCE:

• College diploma or university degree in business administration, office administration, event management, communications, or a related field (or an equivalent blend of verified experience and education).
• Minimum 3 to 5 years of experience directly working within an administrative, membership administration, office support, or event coordination role.
• Previous experience working within an industry trade association, member-based non-profit, or manufacturing-adjacent organization is considered a strong asset.

KEY COMPETENCIES:

• Strong administrative and organizational skills, with the ability to manage multiple priorities, deadlines, and follow-up tasks.
• Experience coordinating meetings and events, including logistics, registration, materials, and onsite support.
• Familiarity with board governance and meeting coordination.
• Excellent written and verbal communication skills, with the ability to interact professionally with members, board and committee representatives, vendors, and event attendees.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Experience with membership or database management systems such as Membee would be considered an asset.
• Strong attention to detail, accuracy, and customer service.
• Ability to prepare agendas, reports, minutes, and other administrative documents.

QUALIFICATIONS / REQUIREMENTS:

• Possess a valid Ontario driver’s licence and reliable access to a personal vehicle to travel to various event venues, meetings, and member locations as required.
• Willingness and flexibility to attend and coordinate on-site logistics for ongoing association events (typically monthly or bi-monthly), which frequently take place outside of regular business hours.

COMPENSATION & OTHER BENEFITS:

Salary Range: $50,000 - $60,000

Benefits: Extensive health benefits coverage and standard vacation days are offered.

Hours of Work: This position is full-time (35 – 40 hours/week).

Location: This position requires regular on-site work at our office located at 140 McGovern Drive in Cambridge, Ontario.

Start Date: This position is available for immediate hire. Applications will be reviewed as they are received, and interviews will be conducted on an ongoing basis until the position is filled.

WHY CTMA

The CTMA offers a professional, collaborative environment rooted in integrity and confidentiality, ensuring all affairs are conducted ethically to maintain the complete trust of our network. Driven by a clear mission to champion Canada's manufacturing sector, we foster a culture of open communication and dedication where members share vital information for mutual benefit and collective growth.

We work hard, support our members, and make sure to have some fun while we're at it. Because we are a small team, your ideas are heard immediately, your impact is felt daily, and our victories are celebrated together. Join an association where you can build a meaningful career, build fantastic relationships, and directly support the growth of Canadian industry.

The Canadian Tooling & Machining Association is an equal opportunity employer. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Candidates requiring accommodation during any stage of the recruitment process are invited to notify us so that appropriate arrangements can be made. We do not use artificial intelligence (AI) tools to help screen and/or assess applications for this role. This is a new vacancy on the team.