Executive Operations Assistant

Executive Operations Assistant |Association of Canadian Archivists | Remote | Deadline: Oct. 25th, 2026

14 Oct 2026 9:57 AM

Organization Name: Association of Canadian Archivists

Location: Remote, anywhere in Canada

Compensation: $25.00 per hour, approximately 15 hours per week

Position Summary: The Executive Operations Assistant provides administrative, coordination and operational support to the Executive Director and the Association of Canadian Archivists (ACA). The role is intended to strengthen ACA’s day-to-day administrative capacity. Working closely with the Executive Director, the Executive Operations Assistant will support scheduling, committee administration, meeting preparation, action tracking, records management, routine administrative follow-up, project coordination and conference planning. The nine-month pilot will allow ACA to assess its ongoing need for executive and administrative support across a significant portion of the organization’s annual operating cycle, including preparation for and delivery of the ACA Annual Conference 

Description and Duties: Executive and Administrative Support 

• Coordinate scheduling and meeting logistics for the Executive Director, including calendar invitations, availability coordination, virtual meeting links, confirmations and rescheduling. 
• Assist with routine correspondence and administrative follow-up. 
• Track deadlines, commitments and action items arising from meetings and correspondence. 
• Prepare and organize materials for meetings and presentations. 
• Assist with travel planning, meeting logistics and other administrative arrangements as required. 
• Maintain organized records associated with the Executive Director’s work. 

Committee and Volunteer Coordination 

• Coordinate scheduling for ACA committees, Special Interest Sections and working groups. 
• Set up meeting invitations, Teams links and other meeting logistics. 
• Assist with preparation and distribution of agendas, reports and supporting materials.
 • Track committee deadlines, action items and outstanding submissions. 
• Maintain current committee and volunteer contact information and administrative records. 
• Support onboarding and transition of ACA volunteers. 
• Help ensure committee records and documentation are appropriately organized and filed. 

Conference Administration 

• Provide administrative and coordination support for planning and delivery of the ACA Annual Conference. 
• Maintain conference schedules, planning documents, action trackers and administrative records. 
• Assist with conference meeting coordination and volunteer communications. 
• Track conference-related deadlines and outstanding deliverables. • Assist with travel, accommodation and meeting logistics where assigned. 
• Support coordination between staff, conference committees, volunteers and other stakeholders. 
• Provide administrative support during the conference as required. 
• Assist with post-conference follow-up. 

Records and Information Management 

• Maintain organized electronic records using SharePoint and ACA CRM. 
• File meeting materials, correspondence, administrative records and project documentation according to ACA procedures.
 • Support consistent records-management and document-management practices. 
• Support with the integration of a new CRM, and ongoing migration and organization of records as ACA systems and processes evolve. 

Project and Operational Coordination

• Maintain project trackers, timelines and action lists for organizational initiatives. 
• Coordinate routine administrative elements of projects led by the Executive Director. 
• Assist with collecting information and preparing background and briefing materials. 
• Support implementation of new organizational systems, processes and procedures. 
• Identify opportunities to streamline and document routine administrative processes. 

General Organizational Support 

• Provide administrative support during periods of increased activity, including Planning & Priorities meetings, elections, the AGM and Annual Conference. 
• Provide limited administrative support for Board activities where required, including scheduling or preparation of materials. 
• Work collaboratively with other ACA staff to coordinate administrative responsibilities. 
• Provide backup administrative support where appropriate. 
• Undertake other related administrative and operational duties assigned by the Executive Director.

Qualifications: The successful candidate will ideally have: 

• Experience providing administrative, executive or project-coordination support. 
• Strong organizational and time-management skills. 
• The ability to manage multiple calendars, priorities, deadlines and follow-up items. 
• Excellent attention to detail. 
• Strong written and verbal communication skills. 
• The ability to work independently and exercise sound judgment. 
• Experience working with committees, volunteers or external stakeholders. 
• Experience handling confidential or sensitive information. 
• Strong digital working skills, particularly within Microsoft 365. 
• A demonstrated interest in archives and the archival community. 

Experience in a nonprofit, association, charitable, conference or membership-based environment would be considered an asset. 

Technical Skills 

The successful candidate should be comfortable using, or able to quickly learn: 
• Microsoft Outlook 
• Microsoft Teams 
• SharePoint 
• OneDrive • Word 
• Excel 
• PowerPoint
 • Online meeting and scheduling tools 
• Project and task-tracking systems 

Experience with association-management systems or conference-management platforms (such as Member 365) would be considered an asset

Application Webpage: https://archivists_ca.formstack.com/forms/aca_executive_operations_assistant_job_application 

How to Apply: Submit a résumé and cover letter through our online application form above.

Application Deadline: Sunday, October 25, 2026, at 11:59 p.m. ET

Additional Information: Nine-month pilot position with anticipated start date of November 16th, 2026

Use of AI: No

Job Poster: Mab Coates-Davies

Job Poster Email: Executive.director@archivists.ca