Job Summary
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.
This position is primarily remote but requires on site work for special events and requires occasional hours outside the usual 8am-4pm work schedule for some special events.
Responsibilities
- Manage and maintain accurate records, databases, and filing systems to ensure easy retrieval of information
- Prepare reports, presentations, and correspondence using Microsoft Word, PowerPoint, Excel, SharePoint and our donor software Donor Perfect
- Coordinate meetings, travel, schedule appointments, and handle correspondence to support organizational activities
- Provide administrative and logistical support for Board of Directors meetings, Annual General Meetings, committee meetings, and other governance activities.
- Facilitate communication across departments through effective written and verbal communication skills
- Provide administrative assistance, planning assistance and direct support for in-person events
Required Qualifications
- Postsecondary education in office administration, business administration, or a related field, or an equivalent combination of education and experience
- Demonstrated administrative support experience
- Experience coordinating meetings, records, projects, or events
- Experience working with databases and business software applications
Required Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SharePoint; experience with Microsoft Access and Microsoft Project is a plus
- Excellent written and verbal communication skills (bilingual preferred)
- Ability to adapt quickly to new software or organizational changes; computer literacy is essential
- Effective organization skills with the ability to manage multiple priorities efficiently
- Analytical thinking with attention to detail for record accuracy and process improvement
Preferred Qualifications
- Experience working in a not-for-profit, charitable, alumni, educational, or membership-based organization
- Familiarity with military, alumni, or post-secondary education environments
- Bilingualism in English and French
Pay: From $50,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- RRSP match
- Vision care
Work Location: Hybrid remote in Kingston, ON K7K 5G8
