Executive Assistant & Office Coordinator Club Management Association of Canada ( CMAC) 📍 Etobicoke, ON | Hybrid (2–3 days in office) 💼 Full-Time | Salary: $55,000–$65,000 + benefits + RRSP contribution 💥 Recruiting Company: HRCovered

We’re looking for a highly organized, detail-oriented Executive Assistant & Office Coordinator to join our growing team. Under the direction of the CEO, the role assists with the management of the office, including member, database and accounting support, and provides general office administration to other members of the CMAC team as needed. The Executive Assistant & Office Coordinator performs the operational processes to support the efficient operation of CMAC’s day-to-day business functions. This role will also serve as the key liaison between the Association and its bookkeeping and CRM providers. This role is tactical and ideal for someone who enjoys owning processes, working independently, and wearing multiple hats in a collaborative, fast-paced environment.

About Club Management Association of Canada:

The Club Management Association of Canada is the national professional association for individuals involved in the club management profession in Canada. Since 1957, the association has been supporting members with education, certification, networking and member events to facilitate them being the best in the industry. Members include general managers, chief operating officers, assistant general managers, clubhouse managers, golf superintendents, chefs, controllers, food and beverage supervisors, golf professionals, as well as students interested in pursuing a career in club management. CMAC professionals work at private, semi-private and public golf clubs, country clubs, city clubs, faculty clubs and recreation and leisure clubs.

What You’ll Own:

Accounting:

Process cheque deposits and payments Enter data, issue invoices and track payments for event-related items Track and follow up with outstanding receivables Prepare monthly reconciliations between data in the CRM database and CMAC’s accounting system. Prepare and reconcile monthly Visa statements Update the CRM database with member invoices and ensure it matches CMAC financial reports Monitor invoicing of corporate partner contracts Monitor internal controls and financial procedures Other duties as required

Membership Administration:

Process new member applications, including setting up member profiles in the database and ensuring all information is complete for reports and statistical purposes Coordinate the annual membership renewal process in conjunction with the Manager, Membership & Marketing

Office/IT Operations:

Administer office operations, including help desk and facilities Administer vendor and service provider contracts and relationships, e.g. telephony, CRM Maintain procedural manuals, under the direction of the CEO Prepare mailings and courier packages as required Ensure files are stored in accordance with office procedures Assist with the care and maintenance of office equipment, supplies and the general office environment, including the common areas Provide administrative support and other duties as required

Human Resources/Board Support:

Assist the CEO with monitoring human resources requirements including onboarding and offboarding staff; overseeing health and safety including staff training and office compliance; maintain the office procedure manual Track committee member tenure, sharing terms of reference and role descriptions when members join, and sending acknowledgments and thanks when their term concludes Create position postings broadcast and ensure they are published to the website in a timely manner Work with the Manager, Membership & Marketing to ensure the CMAC website is current by updating content on a regular basis Work with the CEO to ensure Branch compliance and filing of Board paperwork Work with the CEO to plan logistics for national leadership meetings

What You Bring:

Post-secondary education in Accounting, Finance, Business Administration, or a related field 2-5 years in an executive assistant or office coordinator/manager role, ideally within an association or non-profit Strong knowledge of accounting High proficiency in Excel/Google Sheets Experience with CRM systems Familiarity with HR policies and systems would be considered an asset Strong organizational and problem-solving skills Excellent communication, time management, and attention to detail A collaborative attitude and ability to work independently in a fast-paced environment

Who You Are:

A self-starter who takes ownership of your work Comfortable working with minimal supervision Highly organized and process and task driven Adaptable and willing to jump between finance, admin, and operations tasks Someone who thrives in a collaborative, entrepreneurial environment Customer service orientated

Are you ready to make a difference and chart an exciting new career path? If yes, we would love to hear from you!