ABOUT THE POSITION
The Coordinator, Operations and Marketing will work cross-functionally across the organization and will be responsible for coordinating and executing various tasks supporting membership, office operations, corporate events, and marketing initiatives.
The successful candidate will be available to start by early February 2025.
PRIMARY RESPONSIBILITIES
Operations:
- Lead and execute reception duties, including greeting guests, handling mail/packages, and coordinating deliveries.
- Procure office supplies, stationery, cleaning products, and other items as needed.
- Manage Swimming Canada administrative accounts related to office operations (e.g., FedEx, Staples).
- Oversee and respond to various general mailboxes.
- Conduct and track inventory as needed.
- Serve as the main point of contact for building operations.
- Coordinate office and building operations, including service providers (e.g., snow removal, landscaping).
- Regularly prepare and disseminate information regarding office and building operations.
- Perform routine office walk-throughs to identify issues and ensure cleanliness.
- Coordinate logistics for the Annual General Meeting (AGM), including document preparation, tracking registration, and setting up voting software.
- Assist with logistics for in-person meetings and events (e.g., staff retreats, Board meetings, AGM).
- Support the Nominations Committee with meeting coordination, minutes, and interview arrangements.
- Assist with travel logistics and bookings as needed.
- Participate on the Joint Health and Safety Committee.
- Create and distribute invoices as needed.
- Provide support for the Registration and Events Management System (REMS).
- Assist with internal reporting and documentation as needed.
- Support the CEO with administrative tasks (e.g., drafting letters).
- Perform other duties as required.
Marketing:
- Manage inventory, tracking, and distribution of promotional items.
- Assist with the Fan Shop, including planning promotions and launching new items.
- Support event Pop-Up shops and assist onsite as required.
- Monitor, track, and send items for the annual auction.
- Support social media posting, monitoring, and engagement during events or as needed.
- Attend events, including evening or weekend hours, as required.
- Perform other duties as required.
EXPERIENCE, QUALIFICATIONS, AND REQUIREMENTS
- Completion of post-secondary education (preferred).
- Experience in administration support or event planning (asset).
- Experience working with volunteers, boards, and committees (asset).
- Strong organizational skills and ability to manage multiple projects.
- High attention to detail and accuracy.
- Strong interpersonal and communication skills (English required; French preferred).
- Ability to work independently and collaboratively in a fast-paced environment.
- Ability to lift, carry, push, or pull up to 30 lbs occasionally for events or deliveries.
- Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
- Knowledge of social media platforms.
- Ability to travel domestically.
- Valid driver’s license for offsite storage visits and event logistics.
- Legally eligible to work in Canada.
WORK LOCATION
This is a full-time, permanent position based in the Ottawa office, located on the traditional territory of the Algonquin Anishinabek People.
TOTAL REWARDS
- Annual base salary: $45,000–$50,000 (commensurate with qualifications and experience).
- Health and dental benefits package.
- Group RRSP matching plan.
- Annual wellness benefit.
- Annual salary increases as per the Employee Handbook.
APPLICATION
Submit a cover letter and resume via the link below by 9am ET on Thursday, January 9, 2025.
Swimming Canada is committed to providing accommodations. If you require an accommodation for a disability as part of the hiring process, please contact szuro@swimming.ca.
Questions about the position can be directed to jobs@swimming.ca.
Interview Dates:
In-person interviews at the Ottawa office on Tuesday, January 14, and Wednesday, January 15, 2025.
Link to Apply:
https://swimmingcanada.bamboohr.com/careers/2
Only candidates selected for interviews will be contacted.