Administrative Associate Job

We are seeking a highly organized and proactive Administrative Associate to provide comprehensive administrative support to the Senior Vice President of Corporate Services. This role plays a key part in supporting the Council’s membership operations, financial coordination, and internal governance, while ensuring smooth day to day administrative functions. This individual will report to the Senior Vice President of Corporate Services.

Job Duties/Responsibilities of an Administrative Associate:

- Membership and Event Coordination:
o Manage logistics for membership meetings and events, including preparing meeting materials, shipping documents and tools, booking staff travel, and providing on-site administrative support
o Liaise with external vendors to ensure seamless event delivery and member satisfaction.

- Member Administration
o Prepare and issue invoices and receipts for membership fees; track payment status for each member.
o Manage outgoing communications related to membership, including updates and reminders.

- Financial and Corporate Support
o Assist the SVP of Corporate Services in tracking and coordinating corporate financial activities including bill payments.
o Prepare and reconcile expense reports for Vice Presidents and the policy team.
o Support tracking of financial expenses for the President and CEO.
o Initiate and send wire transfers at the bank, ensuring accuracy and timely processing.

- Governance Support
o Maintain accurate records for the Nominating and Governance Committee, including new membership requests and CEO transition documents.
o Draft and manage correspondence for new members, successors, and departing CEOs.
o Keep the Council’s “Minute Books” and other corporate governance documents up to date.

- Annual Member Communications
o Coordinate logistics for annual mailings, including Fee Assessment Forms, year-end notes, and other membership-related materials.

- Operational Infrastructure
o Support Council operations by coordinating with suppliers and managing vendor contacts (e.g., telecom, office equipment, etc.).
o Develop kitchen schedules to support smooth daily operations.

Skills and Requirements for the Position/Successful Candidate
- A Business Administration university degree or diploma from a recognized post-secondary institution.
- Proven ability to work both independently and collaboratively in a fast-paced environment
- Exceptional time management and multitasking skills
- Adaptable, solution-oriented, and detail-focused
- Strong written and verbal communication skills
- Ability to build positive relationships with internal teams and external stakeholders
- Highly organized, with a talent for planning and coordinating multiple priorities
- Proficient in Microsoft Office Suite and familiar with basic financial and administrative tools
- 5+ years working in client-facing positions and/or an administrative associate position.
- Willingness to travel as required to support events and meetings

Health/Dental Benefits, Paid Holidays, Vacations, and Sick Leave

In 1976, a small group of Canadian business leaders laid the foundations for an organizations that would make significant contributions to the life of the country. The Business Council of Canada (“the Council”)’s mandate included a broad range of policy issues, not merely economic ones. Members were expected to consider issues from a national perspective, rather than focusing on the interests of individual companies and sectors. Today, the Council remains committed to these same aims and principles, as a source of insightful, constructive thought leadership in the national interest. To learn more about the Council, please visit our website at: https://www.thebusinesscouncil.ca/.