The CMS provides a great working environment with good work/life balance. We are a small, close-knit team working to promote mathematics in Canada. This position offers a 35-hour work week, with 3 weeks of vacation plus an additional paid week off over the Christmas break. The annual salary range is $55,000 to $65,000, commensurate with education and experience.
Reporting to the Executive Director, the Administrative Assistant is a pivotal, focused role responsible for managing CMS membership life cycles, and providing critical operational, meetings, financial, and administrative support to the Executive Office. You will coordinate all activities related to the Canadian Mathematical Society with a high level of accuracy which necessitates extensive use of various databases and Excel software. Your excellent communication skills in French and English will be essential to communicate with members, subscribers, participants, board and committee members, and staff.
Qualifications
- Excellent and proven communication skills (verbal and written) in both English and French;
- High computer proficiency in MS Office suite with skills in data entry and attention to detail;
- Experience with website editing applications, including HTML and WordPress;
- Experience with Sage CRM and Django databases would be an asset;
- Solid writing, proof-reading and editing skills;
- Excellent interpersonal and customer service skills;
- Strong organizational, research, analytical and problem-solving skills;
- Ability to work with diligence within established priorities and schedules;
- Ability to work proactively, independently and in a team environment;
- 2-3 years experience in a similar role is an asset.
Key responsibilities
Membership
- Act as the primary point of contact for CMS members, resolving complex inquiries with a high degree of diplomacy;
- Develop and deliver the membership renewal and retention campaigns, including renewal letters, e-mail reminders, and review and update membership web pages in WordPress;
- Manage and deliver yearly recruitment campaign to attract new members including our Ambassador program;
- Administration of the Sage CRM database to ensure accuracy and integrity of data including maintenance and resolve issues in consultation with Sage CRM;
- Create custom lists and quarterly reports for analysis of membership statistics for the Executive Committee and the Board of Directors, and produce other reports as required;
- Liaise and maintain professional relationships with other math societies, agencies, and vendors related to the success of CMS activities;
- Forward claims and send electronic mailing lists of institutional and complimentary print issues to Cambridge University Press and ensure online access to members;
- Prepare membership statistics for the budget preparations;
- Liaise with Executive Director about various membership issues.
Communications
- Edit formal communications and letters in English and French;
- Coordinate the production of CMS Notes, a publication issued 6 times per year, including gathering content from volunteers and staff members, preparing calendar of events, working with the Editor-in-Chief, and overseeing graphic design and layout;
- Execute the production of the weekly newsletter Math Matters;
- Assist in the development and distribution of campaign materials and develop communication and promotional programs in support of fundraising efforts;
- Generate queries, reports, exports and other collection data as needed.
Semi-annual Math Meetings
- Assist clients with registering for meetings;
- Recording meeting registrations in CRM database;
- Data entry of session speakers and organizers;
- Assist with planning, logistics, and staging of the meeting;
- Prepare badges, registration kits, and assist with all printing.
Canada’s Most Prestigious Math Competitions
- Aid the Competitions team with the various math competitions throughout the year;
- Research new schools to be accepted/declined as an official writing centre;
- Research online for potential competition partners abroad;
- Research online for potential new schools to participate in competitions;
- Communicate with parents/schools/teachers;
- Assist in mailing out exams and prizes.
Math Camps
- Actively participate in the classroom environment, providing real-time support to children and stepping in to assist in managing classroom dynamics when required;
- Provide updates on student progress to parents and help resolve concerns with empathy and professionalism;
- Assist in maintaining a safe, organized, and engaging environment for students throughout the duration of the camp session;
- Must be willing to undergo and pass a Vulnerable Sector Check (VSC) or criminal record check, as this position involves direct interaction with minors;
- Exceptional communication skills with the ability to navigate parent inquiries and student behavioural or emotional needs calmly and effectively.
Finance
- Assist in preparing invoices and deposits;
- Posting accounts payable and receivable using Sage ERP and Sage CRM accounting software;
- Processing and posting credit card payments;
- Assisting the Accountant with other accounting tasks, as needed.
General
- Provide administrative support as required;
- Respond to emails or forward to appropriate personnel;
- Perform other duties and special projects as may be prescribed by the Executive Director;
- Attend and participate in regular staff and other meetings as required;
- Must be able to travel within Canada twice annually for 5–6 days at a time to support semi-annual meetings;
- Must have the flexibility to work on-site at Carleton University for two weeks during the summer Math Camp.
Pay: $55,000.00-$65,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- RRSP match
- Vision care
Work Location: In person
