CSBI Executive Assistant
Reporting to: President and the Board of Directors
Hours: 15 hours per week as needed
Location: Remote (Canada) EST time zone preferred
Employment Type: Contract
We are seeking a highly organized and proactive Executive Assistant to support the President and Board of Directors. This role involves administrative coordination, communications, and event support. The ideal candidate is detail-oriented, tech-savvy, and comfortable handling multiple priorities.
Key Responsibilities
Communications, Meetings, and Administration
- Meeting scheduling using Doodle pools
- Creating agenda in consultation with the President, and sending to meeting members
- Create and send meeting invitations and reminders
- Taking meeting minutes at Board meetings and other internal meetings
- Communication and distribution of relevant documents (minutes, etc.)
- Sending emails on behalf of the President, Board of Directors, or Committee Chairs
Newsletters & Member Emails
- Drafting, reviewing, and formatting monthly newsletters.
- Sending important updates, event reminders, and policy changes.
Marketing & Social Media
- Managing email systems and contact lists.
- Overseeing four social media accounts (Twitter/X, Facebook, Instagram, LinkedIn).
- Creating, getting approval, and scheduling content.
- Monitoring engagement and responding to messages/comments.
- Maintaining integrations and troubleshooting technical issues in conjunction with the Operations Coordinator
Events
- Marketing asset creation and distribution on social media and emails
ASM Administration
- Administrative support, including speaker letters and certificates.
- Marketing and promotional efforts.
- Meetings and communications related to event planning.
- Day-of-event administration support (monitoring emails, troubleshooting registrations, etc.)
Please send your resume and cover letter to [email protected] with the subject line “Executive Assistant Application -<Your Name>”
CSBI Operations Coordinator
Reporting to: President and the Board of Directors
Hours: 15 hours per week as needed
Location: Remote (Canada) EST time zone preferred.
Employment Type: Contract
CSBI is seeking a highly organized and proactive Operations Coordinator to oversee day-to-day operations, technology management, membership services, and event coordination. This role is ideal for someone who enjoys balancing high-level strategic oversight with hands-on operational tasks.
Key responsibilities
Organizational Oversight & Operations
- Supervise overall organizational operations, ensuring alignment with mission and strategy.
- Make high-level suggestions to the President and board, impacting membership, marketing, and technology investments.
Technology Management
- Updating the website as needed (WordPress platform) and connect with web developer for fixes or troubleshooting
- Maintain Memberpress (membership) and EventEspresso (Events)
- Maintain MailChimp (email system) and ensure integrations with above
Membership Management
- Updating MemberPress and adjusting expiry dates annually.
- Sending membership expiry reminders.
- Monitoring inbox for membership requests and troubleshooting issues.
- Maintaining membership records and reconciliation with Mailchimp.
- Overseeing marketing efforts for membership renewals and growth
Financial Support
- Organize invoices and receipts in the monthly reporting folder.
Event Management
- In coordination with the Executive Assistant, managing event technology and registration systems.
- Post-event follow-up and video content processing.
ASM Administration
- Tech setup/testing if applicable
- Day-of-event administration support (monitoring emails, troubleshooting registrations, etc.)
Meetings and Administration
- Participate in standing meetings, supplier meetings, and internal meetings.
- Weekly updates with the President.
Email and Communications
- Managing and responding to daily communications.
- Coordinating with internal and external stakeholders.
- Maintaining clear and professional email correspondence.
Please send your resume and cover letter to [email protected] with the subject line “Operations Coordinator Application – <Your Name>”