Why apply?

We offer extended health care and professional development opportunities, with pension matching eligibility after one year. CASC is currently participating in the 4-Day Work Week global trial program.

Must be legally entitled to work in and be located in Canada.

Information You Must Provide

• Your resume
• A cover letter (maximum 2,500 words)

Closing on November 23, 2025, at midnight Eastern Time

Expected start January 2026

Job Purpose The Executive Office Administrator is an integral and strategic member of the CASC leadership team, providing executive and governance support to CASC’s four-person Executive Team and Board of Directors, ensuring effective prioritization, efficiency, and communication among the Executive Team and the Board.

Key Responsibilities

Executive Efficiency

• Organize Executive Team meetings, book or reschedule meetings, and ensure that large work items and deadlines are scheduled appropriately.
• Follow up on action items and track key decisions after meetings, helping to ensure all deliverables are completed promptly.

Travel Management

• Oversee travel and accommodations for the Executive Team, including managing scheduling changes, tracking travel credits and processing payments and reimbursements.
• Assemble and process Executive Team expense reconciliation and reimbursements to ensure all finances are appropriately accounted for.
• Arrange special travel for teams, including flights and accommodations for national conferences and events, ensuring all logistics are coordinated efficiently.

Board Engagement

• Act as the primary liaison for board members, scheduling meetings, tracking action items and ensuring timely communication.
• Support the board of directors in their language of choice (English or French).
• Orchestrate logistics for Board meetings, including agenda development, coordinating deadlines, assembling and distributing materials, and coordinating Zoom links, catering, travel arrangements, and accommodations.
• Develop draft annual work plans for Board Committees, support committee projects (such as board evaluations, new board member training, nominations activities and RFP activities)
• Record, transcribe, and distribute minutes and summaries for select executive-level and governance meetings, ensuring confidentiality and maintaining accurate archival records.
• Lead the Annual General Meeting planning and implementation in consultation with the Executive Team and Operations Manager.
• Organize logistics for executive and board meetings, both in person and online, and provide support for the CASC conference, workshops, and high-profile events as needed.
• Ensure compliance with corporate governance best practices and applicable laws and regulations.
• Support the board's strategic planning (every 2-3 years), including agenda development, scheduling, communications and evaluation.

Interest-holder Relations

• Support the Executive Team in maintaining relationships with funders, partners, and external interest-holders by helping to schedule meetings, assembling briefing packages, and coordinating communications, including follow-up actions for all parties.

Special Project and Leadership Opportunities

• Support high-priority projects and cross-departmental initiatives, working closely with the Executive Team to ensure strategic alignment.
• Provide leadership on organizational initiatives and collaborate with CASC leadership to execute key projects, including coordinating the AGM and supporting the implementation of the government relations and fundraising strategies.
• Advise on operational changes and assist in researching and implementing emerging best practices.
• Coordinate and manage internal team meetings, staff retreats and organizational gatherings, ensuring that all logistics (scheduling, Zoom links, catering, venue setup, materials) are handled efficiently.

Executive Support

• Maintain filing systems, databases, and repositories for executive and governance records, ensuring accurate, organized, and confidential management of documents.
• Assist with formatting and preparation of proposals, funding submissions, business plans, and executive-level reports prepared by the Executive Team.
• Perform additional administrative and office support duties as required to ensure the smooth functioning of CASC’s administrative functions.
• Other duties as assigned.

Core Competencies

All members of the CASC team are expected to have the following core competencies:

• A personal interest in advancing Truth and Reconciliation.
• Dedication to continually improving diversity, inclusion, and equity,
• Ability to apply critical thinking to problems.
• Actively seek and engage with diverse perspectives.
• The ability to identify and mitigate bias on a personal, organizational and process level.
• The ability to identify and address barriers to inclusion on the personal, organizational and process levels.
• Empathy toward others and an ability to view different perspectives.
• Curiosity and interest in exploring new methods and opportunities.
• Ability to adapt to changing priorities and information.

Job-Specific Core Competencies

Required Qualifications The following qualifications are the minimum requirements for succeeding in this position:

• Fluency in both of Canada’s official languages, with advanced written and spoken communication skills.
• A minimum of 5 years of executive support experience supporting senior executives in a non-profit or charitable organization
• Demonstrated experience managing relationships with key stakeholders, ensuring timely and effective communication and follow-up.
• Strong relationship-management and communication skills, both written and verbal, with the ability to interact diplomatically and professionally with the Board, staff, executives, and external interest-holders.
• Experience managing cross-functional projects with the ability to track deliverables, timelines, and key outcomes.
• Superior problem-solving, planning, and time-management skills, with the ability to manage multiple priorities, work autonomously, and adapt to shifting priorities and last-minute changes.
• High level of discretion, especially when handling confidential or sensitive information.
• Proficiency with tools like Microsoft Office, Google Suite, project management tools (i.e., Asana), and the ability to leverage AI tools ethically to enhance productivity and streamline workflows.
• Proficiency with document management in a cloud environment (such as Google Workspace or Microsoft SharePoint)

Preferred Qualifications Candidates who possess any of the following qualifications will stand out:

• A post-secondary education in business administration, communications, or a related field
• Relevant certifications (e.g., CAP – Certified Administrative Professional, PMP – Project Management Professional) are considered an asset.
• Experience working with boards of directors.
• Familiarity with nonprofit operations and governance.
• Experience in planning and coordinating events, including meetings, retreats, or conferences, with attention to logistics, travel arrangements, and communication.
• High potential for leadership development and strategic involvement.

We seek a self-motivated, detail-oriented person passionate about consistently delivering exceptional customer service. The ideal candidate will be comfortable and organized in a dynamic online environment, and support science engagement, Indigenous ways of knowing, and evidence-based decision-making.

We Offer We offer a solution-oriented, flexible work environment that encourages feedback at all levels. We value diversity, accountability, creativity, and critical thinking. We provide an annual salary, three weeks of paid vacation, paid sick days, and health, vision, dental, and wellness benefits after six months of employment. This salaried position is based on a 7-hour workday, Monday through Friday local time, with occasional evening and weekend work when planned. Infrequent travel within Canada and the US is required. The position is remote, with technology provided.

• CASC’s 4 Day Work Week Trial: From July 2025 to January 2026, CASC is participating in a Global 4 Day Work Week trial, using productivity measures to evaluate effectiveness. The goal is to reward employees for increased productivity with personal time.

We thank all applicants for their interest in working with us. Only those selected for an interview for this position will be contacted.

Equity and Diversity

CASC is committed to ensuring the association is an inclusive space where community members are treated with dignity and respect. CASC encourages applications from everyone, including but not limited to women, Indigenous peoples, visible minorities, people with disabilities and persons of all sexual orientations and gender identities. Anonymized applications are welcome and will be accepted.

Our commitment to providing an inclusive and barrier-free work environment starts with hiring. If you need to be accommodated during any phase of the interview process, please use the contact information below to request specialized accommodation. All information received concerning accommodation will be kept confidential.

Learn more about our approach to Diversity, Inclusion, Equity and Accessibility here: https://canadiansciencecentres.ca/our-approach/

For more information and to request accommodations, contact HRTeam@casc-accs.com

About Us The Canadian Association of Science Centres (CASC) is a registered charity serving over 70 member organizations across Canada. Our members include Science Centres, Museums, Planetariums, Aquariums, Zoos, STEM outreach organizations, informal science engagement organizations, and industry supporters.

CASC's vision is to help build a thriving science and innovation culture of engaged citizens across Canada. We connect a national science engagement community that cultivates a joy of learning by making STEM (science, technology, engineering, math) approachable, accessible, and relevant. We cultivate an ecosystem approach, help scale innovative initiatives, and help drive policy change to recognize and value the informal science learning and public engagement sector.