Position: Administrative and Financial Support Assistant
Reports to: Association Manager
Location: Downtown Toronto
Employment: Full-Time
Salary Range: $45,000 – $55,000 (commensurate with experience)

Position Overview:

The Administrative and Financial Support Assistant is responsible for providing comprehensive administrative support. This role requires a highly organized, detail-oriented individual capable of juggling multiple priorities, including daily administrative tasks, bookkeeping duties, and assistance with planning and executing meetings.

Key Responsibilities:

Administrative Duties:

• Serve as a primary point of contact for association members and stakeholders.
• Manage incoming calls, emails, and correspondence, responding or forwarding as necessary.
• Maintain and organize physical and electronic files.
• Schedule meetings, prepare agendas, and take minutes.
• Assist with membership management, including maintaining accurate databases and processing renewals.
• Order office supplies and manage office equipment.

Bookkeeping Duties:

• Process invoices, receipts, and reimbursements.
• Assist with accounts payable and receivable.
• Prepare and submit regular financial reports to the relevant Executive Director.
• Reconcile bank accounts and assist with budget tracking.

Event Support:

• Assist with planning, coordination, and execution of association events, including exams, conferences, workshops, meetings, and social activities.
• Support event logistics, including venue bookings, vendor coordination, catering arrangements, and equipment setup.
• Manage event registrations, respond to inquiries, and provide on-site support during events.
• Assist in preparing event materials such as agendas, name tags, presentation slides, and promotional materials.
• Track event expenses and process payments for event-related services.
• Assist with post-event follow-up, including surveys, reports, and closing financial statements.

Qualifications:

• Education: Diploma or certificate in Office Administration, Accounting, Event Planning, or a related field preferred.
• Experience: At least 2 years of experience in an administrative, bookkeeping, or event support role, preferably in a non-profit or association setting.
• Experience with event coordination, logistics, or planning is a strong asset.
• Proficiency in QuickBooks, Sage, or other accounting software is highly desirable.

Skills:

• Strong organizational and time-management skills, especially around event deadlines.
• Excellent written and verbal communication abilities.
• Ability to multitask and manage logistics under pressure.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with event management platforms and membership management systems is a plus.

Key Competencies:

• Ability to work independently and collaboratively as part of a team.
• Strong problem-solving skills and ability to prioritize tasks.
• Detail-oriented with the ability to manage multiple projects.
• Professional demeanor and respect for confidentiality.
• Flexibility to work occasional evenings or weekends for event support.

Working Conditions:

• Position is full-time at the office in downtown Toronto.
• Some travel to events may be required.
• Health benefits program provided.

Diversity

Diversity is a core value at Association and Events Management International. We are passionate about building and sustaining an inclusive and equitable environment for all. We lead with our values and beliefs that enable team members to develop their potential, bring their whole selves to the workplace, and engage in a world of inclusion. We know that having varied perspectives helps generate better ideas to solve the complex problems of a changing and increasingly diverse world.

How to Apply:

Interested candidates should submit their resume and a cover letter detailing their experience in administrative support, financial, and event planning to careers@aemanagement.ca.