Axal Holdings Inc

The Canadian Association of Second Language Teachers (CASLT) is looking for a dynamic and bilingual (English and French) individual to take on the duties of Administration and Membership Assistant in Ottawa. Under the supervision of the Executive Director, the Administration and Membership Assistant will be responsible for processing memberships and publications sales, coordinating meeting and event logistics, and providing secretarial support to CASLT staff. This is a full-time position but we will consider part-time arrangements.

Membership

● Perform data entry, manage the membership database records, issue status reports, and analyze data to inform member retention and recruitment strategies.

● Coordinate processing, tracking, and invoicing of member applications and renewals.

● Respond promptly and professionally to inquiries about association’s products and services, membership benefits, and membership status.

● Maintain and coordinate the CASLT awards and Research and Special Initiatives grant program files.

Event Organization

● Create and manage registration systems for CASLT events including the Annual General Meeting/Networking Day and the Languages Without Borders conference.

● Coordinate CASLT event logistics including researching and negotiating accommodations, catering, meeting rooms, audiovisual suppliers, trade show suppliers, presenter agreements, travel, etc.

● Support, coordinate, and track participation of CASLT staff and volunteers at teacher conferences and other additional language events.

● Coordinate safe distribution of trade show display and workshop resources to appropriate destinations for conferences and special events in a timely manner.

● Maintain and distribute an ongoing calendar of CASLT meetings and events.

Office Administrative Duties:

● Coordinate travel, hotel, and meeting room arrangements for events including the Annual General Meeting, Board and committee meetings, professional learning (PL) sessions, networking events, conferences, and other meetings.

● Coordinate the preparation and distribution of resource orders and mailings weekly.

● Assist the Finance Manager in processing payables and receivables.

● Support the Executive Director and other staff in preparing materials and documentation for meetings, PL sessions, and other events.

Qualifications

● Knowledge of office and administrative practices.

● Experience in dealing with event suppliers (hotel, travel, exhibitors, etc.).

● Ability to plan, organize, and follow through the logistics of events, such as workshops, conferences, trade shows, etc.

● Proficiency in working with a variety of software and applications (i.e. SAGE, Microsoft Office Suite, Google tools) and strong Internet research capacities.

● An understanding of procedures for membership application/renewal processing, membership database software, and member recruitment/retention methods.

● Sound judgment, organizational skills, and attention to detail.

● Ability to work well independently and with others.

● Ability to cultivate and maintain positive and professional relationships with colleagues, volunteers, members, stakeholders, and suppliers.

● Solid verbal and written communication skills in English and French.

This position is a 8 month parental leave replacement, with the potential for extension based on business needs and performance.

Description du poste

L’Association canadienne des professeurs de langues secondes (ACPLS) est à la recherche d’une personne dynamique pour assumer les fonctions d’Assistant(e) à l’administration et aux adhésions à Ottawa. Sous la supervision du directeur général, l’Assistant(e) à l’administration et aux adhésions sera responsable du traitement des adhésions et des ventes de publications, de la coordination de la logistique des réunions et des événements et de la prestation de services de secrétariat au personnel de l’ACPLS. Bien qu’il s’agit d’un poste à temps-plein nous sommes prêts à considérer un poste à temps partiel.

Adhésions

· Effectuer la saisie de données, gérer la base de données des adhésions, produire des rapports de situation et analyser les données pour éclairer les stratégies de rétention et de recrutement des membres.

· Coordonner le traitement, le suivi et la facturation des demandes et des renouvellements d’adhésion des membres.

· Répondre rapidement et professionnellement aux demandes de renseignements sur les produits et services de l’association, les avantages de l’adhésion et le statut des adhésions.

· Tenir à jour et coordonner les dossiers du programme de prix et de Subventions de recherche et d’initiatives spéciales de l’ACPLS.