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Operations Assistant


Job Type

Part-Time, 1-year Contract

About the Role

As Operations Assistant, the successful candidate will report to the Executive Director and support various activities within the organization to enhance our ability to serve student leaders in Canada. The role will focus on two core areas - logistics support and financial management. This person will be responsible for scheduling and calendar management, travel bookings, daily bookkeeping and management of information and registration databases. The Operations Assistant will also provide support to CSLA members and program participants to ensure a quality leadership experience. Occasional event support may also be required.
Specific Responsibilities

Schedule and attend regular team meetings, take minutes
Assist in managing program calendars
Schedule travel arrangements for staff, board of directors, program facilitators and contractors
Reviewing and updating annual documents, applications, program information sheets
Manage collection and review of award documents and applications
Create and manage program participant registration forms, reports on collected information
Survey creation and management
Regular updates of membership records, mailing lists, and member resources
Event support (registration, catering planning, scheduling etc.) as necessary

Maintain the filing system for all financial records
Assist with the preparation of reports to meet government and funder reporting obligations and requirements
Assistant with the preparation of the budget under the direction of the Executive Director
Liaise with financial institutions, suppliers and funders to resolve invoicing and payment issues
Liaise with teams across the organization to resolve reconciliation and invoice issues, including the programming team
Competent in generally accepted accounting principles
Reconcile bank account and credit card reports monthly
Enter supplier invoices into Quickbooks and create cheque payments
Collect, organize and maintain all receipts, invoices, etc from staff and suppliers
Manage bi-weekly payroll
Manage staff expense reports
Create invoices for program participants, track payments in Quickbooks and Registration software

As this is a new position, other duties may become part of this role upon further communication and consultation with the successful candidate and staff team

Who you are...

Qualifications & Requirements

  • A minimum of two years of robust administrative experience; in a small to mid-size non-profit/charity and/or education organization is an asset

  • Post-secondary education, courses or training in office, business administration, financial management, or other related program is an asset (relevant experience also considered)

  • Comfortable and experienced taking exceptional minutes for various meetings and types of teams

  • Personable, friendly and customer-support focused

  • Hyper-organized, attention to detail, and experienced in managing several tasks at once with varying deadlines; comfortable in reprioritizing as needed

  • Exceptional verbal, written, and interpersonal skills; demonstrated ability to write business communication with clarity

  • Uncompromising commitment to upholding privacy and confidential/sensitive information

  • Event logistic support experience is an asset

  • Ability to identify issues and challenges and bring forward potential solutions 

  • Skilled with various tech systems experience with Google Suite (Gmail, Drive, Google Meet, etc), Quickbooks Online, Zoom and WagePoint (training available)

  • Demonstrated ability to work independently 

  • Ability to build relationships and work with multiple, and diverse, stakeholders 

  • Demonstrated commitment to equity, diversity, and inclusion

  • Due to a handful of meetings/events occurring outside of normal office hours, flexible availability is required. These will be communicated well in advance.

  • Bilingualism is an asset but not necessary

  • A team player looking to bring great opportunities to students and educators to enhance leadership skills

About Us

The Canadian Student Leadership Association is a federally registered charity in Canada. Founded in 1985 to originally support the continuation of our main event, the Canadian Student Leadership Conference (CSLC), CSLA has since grown, and now distributes leadership resources, materials, scholarships, and organizes programs and events for its member schools across the country.

Our vision is to build a strong community of secondary school students across the country who, inspired by their student leadership experiences, are actively engaged in their schools and communities and contributing to the betterment of society.

For more of who we are please visit:

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