Association Administrator
HR Management Services on Demand - Markham, ON

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Are you a smart, skilled, self-sufficient administrator with high-end communication skills that’s comfortable being a big fish in a small pond? The Canadian Oil Heating Association is looking for someone like you to be its new Association Administrator.

About Us:
We are COHA, the Canadian Oil Heat Association. We’re the voice of more than 400 oil-heat professionals across the country. Our members include major oil companies, fuel oil dealers, manufacturers and wholesalers.
We work with provincial and federal governments, keeping them informed on issues that are important to our industry, including fuel oil pricing and new industry initiatives. We also work closely with the media, speaking on behalf of our industry on all matters that affect us.
Other services we provide for our members include information and support on everything from regulatory compliance to training and certification requirements. And we maintain the largest collection of research and statistics pertaining to the Canadian oil heat industry.

About You:
You are an experienced administrator with a little something extra. Sure, you know your office procedures and systems inside out, but that’s just the beginning. You’re a great communicator. You get lots of compliments on your telephone manner, and you’re comfortable writing everything from newsletters and press releases to board meeting minutes and reports. While you’re outgoing and you enjoy meeting and helping people, you’re also comfortable working on your own. You have an independent streak and you don’t feel the need to wait around to be told what to do. You pride yourself on your organizational skills and you always enjoy the challenge of implementing new systems and business processes. You’re high-energy, results-oriented, proactive and positive. You learn and adapt quickly and can anticipate the needs of the people you work with. And you’re ready to take on a big role in a small organization.

Key Responsibilities:
The Association Administrator has varied and ranging responsibilities, including, but not exclusive to:

  • Administrative management of the office (all general administrative and clerical duties)
  • Representing the Association in all customer service interactions, including traditional receptionist functions
  • Assisting the association with policy-making, planning and coordination of activities
  • Prepare reports using spreadsheet programs
  • Purchasing and receiving
  • Communicating with the public by preparing news releases and publishing the Association’s newsletter
  • Maintaining the Association website
  • All general administrative financial duties (accounts payable, bank deposits, month-end duties)
  • Assisting the President in preparing and distributing board and committee meeting agendas
  • Drafting board and committee meeting minutes and creating action lists
  • Gathering, analyzing and presenting information in response to board inquiries
  • Drafting reports
  • Making travel arrangements for the President and the board


  • Post-secondary degree in a relevant discipline
  • Minimum 5 years’ experience in a progressively-evolving and expanding administrative role in a small organization
  • First-rate written and spoken English-language communication skills required
  • First-rate written and spoken French-language communication skills are an asset
  • A thorough understanding of best-practice office processes and procedures and the ability to implement them from scratch
  • Excellent interpersonal skills
  • Excellent technological skills, including proficiency with Microsoft Office Suite, Database Management, Simply Accounting and programs for web publishing and communication

If this sounds like you, please submit a résumé and a cover letter clearly indicating how you meet the requirements for this position.

We thank all applicants for their interest; only those under consideration will be contacted.