Administration and Membership Assistant

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Canadian Association of Second Language Teachers
  • Administrative / Clerical Support
  • Event Coordination
  • Member Relations
Full Time
  • Ontario - Ottawa Area - Ottawa
Entry Level$30,000 - 36,0002020-01-142020-01-27

The Canadian Association of Second Language Teachers (CASLT) is looking for a dynamic individual to join its staff in Ottawa, to take on the duties of Administration and Membership Assistant as a full-time employee. 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, coordinating member services including professional development offerings and providing secretarial support to CASLT staff.



  • Perform data entry, manage the membership database records, issue status reports, and analyze data to inform retention and recruitment strategies.
  • Coordinate automatic processing, tracking and invoicing of member applications and renewals.
  • Respond promptly and professionally to inquiries about association’s products and services, membership benefits and status.
  • Maintain and coordinate the awards and recognition program dossiers.


Professional Development

  • Implement an annual Professional Development (PD) plan for members including webinars and off-site workshops.
  • Coordinate PD activities including programming, registration, follow-ups and evaluations.
  • Receive and respond to member questions, comments and suggestions related to PD.
  • Provide technical support to online session presenters and moderate live discussion during online sessions.
  • Coordinate the logistics of special events such as Networking Day, Stakeholders meetings, etc.
  • Attend professional development committee meetings and provide the committee with data and administrative support.


Event organization

  • Create and manage registration system for CASLT events including the Annual General meeting/Networking Day and the Languages Without Borders Conference.
  • Coordinate the logistics of CASLT events including researching and negotiating for accommodations, catering, meeting rooms, audiovisual suppliers, trade show suppliers, presenter agreements, travel, etc.
  • Support, coordinate and track participation by CASLT staff and volunteers at teacher conferences and other second 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 Association meetings and events.


Office Administrative Duties:

  • Provide reception services for CASLT.
  • Coordinate travel, hotel and meeting room arrangements for member events including the Annual General Meeting, Board and committee meetings, PD sessions, networking events, conferences and meetings.
  • Provide secretarial support to the Executive Director and for meetings, events and activities.
  • Coordinate the preparation and distribution of resource orders and mailings weekly.
  • Assist the finance manager with processing payables and receivables.
  • Provide support to the Executive Director and other staff in preparing materials and documentation for meetings, PD sessions and other events.



  • Knowledge of office practices and administration.
  • 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 Apps and software (i.e. Simply Accounting, 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 ability and attention to detail.
  • Ability to work well with others and independently.
  • Ability to cultivate and maintain positive and professional relationships with colleagues, volunteers, members, stakeholders and suppliers.
  • Demonstrates good verbal and written communication skills in English and French.


Start date: As soon as possible

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