Administrator, Executive Office, OACETT

The Ontario Association of Certified Engineering Technicians and Technologists (OACETT) is a not-for-profit, self-governing, professional association of 23,000 members.  As Ontario's independent certifying body for engineering and applied science technicians and technologists, OACETT confers the designations C.Tech. (Certified Technician) and C.E.T. (Certified Engineering Technologist).  It promotes the interests of engineering and applied science technicians and technologists in industry, educational institutions, the public and government.  With a vision to be the recognized leader in certification and member experience, OACETT supports engineering technology professionals in successfully navigating their careers.  OACETT also sponsors the Fletcher Foundation, a charitable foundation focused on…

The Administrator, Executive Office for OACETT reports to the CEO and provides administrative support to the CEO as well as to OACETT’s Council, its lead volunteers and relevant committees and task forces. The successful candidate will be a consummate professional with keen attention to detail and significant experience with the technologies required to effectively support governance roles, such as Word, PDF, Survey Monkey, Power Point and video conferencing software, specifically Zoom and Teams.

Of special note will be support to the CEO in the implementation of recently approved governance changes.

Responsibilities

• Provides administrative support to the Chief Executive Officer, the President and the President-Elect, including correspondence;
• Responsible for Chief Executive Officer’s, President’s and President-Elect’s travel (as requested), with a particular focus on annual Chapter visits and visits with other provincial associations across Canada;
• Working with the Chief Executive Officer, prepares agendas and meeting packages for Council meetings, OACETT Administrative Board meetings, Nominating Committee meetings and other committees/working groups as assigned
• Takes and distributes minutes and action item follow-ups for all meetings within two weeks of the meeting taking place
• Ensures that Council meeting minutes are posted to the web-site as soon as they are approved by Council
• Keeps Council’s list of motions up to date
• Coordinates the election processes for the President-Elect, Council and the recruitment for Committee/Subcommittee members, in coordination with Public Affairs and Services (PAS) and IT
• Working with the Chief Executive Officer, develops an annual governance calendar
• Establishes a bring-forward system for key planning dates and action items
• Supports the CEO in employer outreach meeting coordination
• Maintains a repository of documents for Council, including past minutes, policies, by-laws and other key governance documents and works with the CEO to keep policies up to date and track required review timelines
• With the CEO, coordinates the bi-annual orientation for Council
• With the CEO, monitors the Executive Office budget
• With PAS, coordinates the annual President’s Dinner and AGM
• Coordinates the requirements for in-person meetings of Council and relevant committees
• Coordinates video-conference meetings of Council and relevant committees, including the development of voting polls, use of break-outs, etc.
• Tracks Council meeting attendance
• Coordinates annual senior leadership summit meetings with key stakeholder groups e.g. PEO, OSPE, OBOA, ACEC-Ontario
• Supports the CEO, President and President-Elect in the preparation and processing of expense claims
• Research and special project activities as assigned by the CEO e.g. past meeting information, venue comparisons, service provider comparisons

Qualifications

• Minimum 5 years’ experience in a related role
• Advanced organizational skills and attention to detail
• Advanced interpersonal skills with the ability to be tactful, diplomatic and discreet
• Advanced problem-solving skills and ability to multi-task
• Intermediate financial skills (ability to work with Excel, spreadsheets and budgets)
• Ability to work under strict deadlines
• Ability to work independently and under pressure
• Advanced verbal and written communication skill
• Advanced Word, Excel, Adobe, Survey Monkey and PowerPoint skills
• Availability to work overtime and travel within Ontario when required

The position will be full-time hybrid, with the expectation of working half-time from home and sharing a desk with one other colleague.

Salary range is $75,000 to $80,000

Qualified individuals who are fully vaccinated are invited to express interest by submitting their resume and cover letter by June 28 to cboone@oacett.org.  We thank all applicants for their interest; however, only candidates under consideration will be contacted.