Executive Assistant and Office Coordinator

Canadian Country Music Association (CCMA) • Toronto, Ontario, Canada • 9h ago

About the Canadian Country Music Association

Established in 1976, the CCMA is a membership-based, not-for-profit organization committed to the promotion and recognition of Canadian country music. Built upon the foundation to educate, elevate and celebrate Canadian talent, the CCMA progressively heralds the spirit, community and creativity that country music fosters through year-round initiatives, culminating every fall with Country Music Week and the Canadian Country Music Association Awards broadcast.

The CCMA office is located in downtown Toronto and prides itself on its inclusive, casual, and friendly environment. We are pet-friendly and have fabulous canine colleagues!

Role Description:

We're looking for an organized and proactive Executive Assistant \& Office Coordinator to join our small but mighty team at the CCMA. This entry-level position is a key support role that helps keep our day-to-day operations running smoothly and provides essential administrative assistance to our President and Executive Team.

This is a great opportunity for someone looking to start their career in the music industry, events, or nonprofit sector. You'll be exposed to a wide range of responsibilities and gain behind-the-scenes experience supporting a national organization---and a front-row seat to Country Music Week, our signature annual event.

Who You Are:

You're detail-oriented, a natural problem-solver, and someone who enjoys keeping things organized. You're comfortable working in a fast-paced, team-focused environment and are happy to pitch in wherever needed. You're also someone who communicates professionally and confidently, whether it's answering a call, booking travel, or helping support a key meeting.

Responsibilities:

Office Operations

· Respond to general inquiries via shared inbox and phone line in a timely, professional manner

Manage incoming and outgoing mail and coordinate couriers (FedEx, Purolator, etc.)

· Maintain and order office supplies; track inventory and restock as needed

· Support filing, scanning, and general documentation across departments

· Assist with membership and registration payment processing, including for Country Music Week

Finance \& Administration

· Provide light bookkeeping support, including scanning/uploading documents for finance

· Assist with monthly tracking of deposits and reconciliations

Help track grant documentation and internal workbacks

· Support bi-weekly expense processing and administrative needs related to financial records

Governance \& Board Support

· Assist with planning logistics for Board of Directors meetings (travel, venue, catering)

· Support agenda creation, note-taking, and follow-up communications

· Help coordinate materials and logistics for the AGM, including packages, online voting, and scheduling

· Support the onboarding process for new board members and track key governance dates

Occasional \& Event-Based Support

· Travel and assist during Country Music Week and other national events

· Coordinate CCMA staff hotel blocks and help manage registration logistics

Be available to assist with planning and last-minute event needs, including onsite coordination

· Occasionally work outside regular business hours or weekends during event periods

Executive Assistant Duties

· Support the President with scheduling meetings, calendar coordination, and meeting preparation

· Send agendas and coordinate meeting logistics (Zoom or in-person)

· Provide daily updates on upcoming priorities, deadlines, or new items

Help coordinate travel arrangements and prepare travel itineraries

· Take notes during key meetings and follow up with summaries or next steps

Capability Requirements -- education, skills \& experience:

· Post-secondary education in business administration, events, nonprofit, music industry, or a related field or equivalent experience

· Strong organization and time-management skills, with the ability to juggle multiple tasks

· Excellent communication skills (written and verbal)

· Proficiency in Microsoft Office Suite (Word, Excel) and Google Workspace

· Experience using databases, scheduling, or project management tools is a plus

· A flexible, team-first attitude with a sense of humour and the ability to stay calm under pressure

Diversity, equity and inclusion are critical components of business at the Canadian Country Music Association, and we are committed to making these values an integral part of our culture. The CCMA encourages applications from all qualified applicants, including women, men, non-binary identifying and persons with disabilities, Black, Indigenous, People of Colour (BIPOC), people from the Lesbian, Gay, Bisexual, Transgender, Transsexual, Queer, Questioning, Two-Spirit, Intersex, Asexual (LGBTQ2SIA ) community, and other equity-seeking groups.