Job Title

Location: Toronto, ON (Hybrid)Reports To: President, Canadian Country Music Association (CCMA), with support responsibilities across the CCMA Executive TeamType: Full-time, PermanentAbout the Canadian Country Music Association (CCMA)The Canadian Country Music Association (CCMA) exists to celebrate and elevate Canadian country music connecting artists, industry professionals, and fans across the nation. Through year-round initiatives and our flagship event, Country Music Week and the CCMA Awards, we create opportunities that showcase talent, strengthen the industry, and grow our community at home and abroad.The CCMA office is located in downtown Toronto and operates on a hybrid schedule, with team members in the office three days a week. We pride ourselves on our inclusive, creative, and supportive work environment that values collaboration, curiosity, and connection.Who Were Looking ForWere looking for an exceptionally organized, proactive and people-oriented Executive Assistant & Operations Coordinator to join our team.This is a highly visible and important role that supports the President and Executive Team while helping keep the organization running smoothly behind the scenes alongside our Operations Manager.The successful candidate will thrive on bringing order to complexity. They will enjoy planning, anticipating needs, keeping people organized, and ensuring nothing falls through the cracks.The RoleThe Executive Assistant & Operations Coordinator role combines executive support, operations coordination, project management, registration and event administration. It is ideal for someone who enjoys both the big picture and the details, is comfortable interacting with a wide range of partners, and takes pride in creating systems, processes and structure.The role also provides administrative support to board governance activities, including meeting coordination, materials preparation and documentation.Who You AreYou are:Highly organized and naturally proactiveWarm, polished, personable and confident interacting with peopleSomeone who enjoys taking ownership and making things happenEnergized by juggling multiple projects and prioritiesA strong communicator who can work with artists, managers, sponsors, board members, members, vendors and staffCalm under pressure and comfortable in a fast-paced environmentSomeone who notices what needs to happen before being askedComfortable balancing strategic support with hands-on administrative detailsThe kind of person who likes creating systems, checklists, processes and documentationComfortable supporting senior leadership and Board members with professionalism and discretionYou are not someone who waits for direction on every task. You enjoy figuring things out, taking initiative, and helping others stay organized.What Youll DoExecutive SupportManage and coordinate the Presidents calendar, meetings, travel and prioritiesPrepare meeting materials, agendas, briefing notes and follow-up items for the President and Executive TeamAssist with presentation preparation, background research and behind-the-scenes planningDraft, proofread and format correspondence, reports and documentsTake meeting notes and ensure follow-up actions are captured and completedSupport the Executive Team with scheduling, travel, expenses and administrative needsAssist with coordination of Board of Directors and committee meetings (scheduling, agendas, materials)Prepare and organize board meeting packages and supporting documentationOperations & Project CoordinationHelp oversee and maintain the organizations project management tool and ensure deadlines, deliverables and responsibilities stay on trackCreate and maintain internal systems, documentation, templates and process guidesCoordinate internal meetings, agendas and action-item trackingSupport office operations including ordering supplies, managing shared calendars and general administrative coordinationHelp improve processes and identify opportunities to make the team more efficient and organizedTake meeting minutes and track follow-up items from board meetingsMaintain organized board records and governance documentationSupport onboarding and administrative requirements for board members (e.g., NDAs, documents)Registration, Events & Country Music Week SupportLead registration and ticketing coordination for Country Music Week and other CCMA eventsServe as a key point of contact for members, delegates, artists, sponsors and guests regarding registration and event logisticsHelp manage ticketing systems, attendee lists, schedules, rooming lists and onsite informationCoordinate staff travel, accommodations and hotel blocks for Country Music Week and other eventsSupport event planning and logistics throughout the yearTravel to Country Music Week and other key events as requiredGrants & Administrative SupportAssist with grant writing, grant tracking and post-event reporting/reconciliationSupport operational reporting, document preparation and information gatheringHelp organize contracts, files and administrative systemsAssist with budget tracking, invoice collection and other administrative tasks as neededWhat Youll Bring37 years of experience in executive support, operations, event coordination, project coordination or a related roleExperience in a not-for-profit, association, entertainment, events or music environment is an assetExceptional organizational and time management skillsStrong written and verbal communication skillsExcellent interpersonal skills and confidence interacting with a variety of peopleStrong judgment, professionalism and discretionExperience supporting senior leaders or executivesAbility to manage multiple priorities, deadlines and last-minute changesStrong attention to detail and follow-throughExperience with project management tools and systemsStrong proficiency in Microsoft Office, Google Workspace, Excel and presentation preparationExperience with registration or ticketing systems is considered an assetGrant writing or grant administration experience is considered an assetExperience supporting board meetings or governance processes is an assetWhy Join UsAt the CCMA, youll be part of a passionate team shaping the future of Canadian country music. We value creativity, inclusivity, and collaboration and we work closely with artists, partners, and fans to create experiences that matter.Youll have the opportunity to build partnerships that drive impact, elevate Canadian talent, and contribute to one of Canadas most recognized cultural brands.Diversity, Equity & InclusionDiversity, 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.If you require accommodation during the application or interview process, please let us know - well be happy to assist.How to ApplyTo apply, please send a cover letter and resume to: , with 'Executive Assistant & Operations Coordinator in the subject line.We thank all applicants for their interest; only those selected for an interview will be contacted.