Office Operations Manager

Office Operations Manager
Halifax, NS 
HL-NSSA-10176

The Nova Scotia Association of Architects (NSAA) is the self-governing professional association that is responsible for licensing and regulating the practice of architecture in Nova Scotia. Established in 1932 and mandated under The Architects Act, the NSAA protects the public interest through the regulation of architects and architectural firms across the province. The Association oversees licensure, professional standards, continuing professional development requirements, and regulatory compliance to protect the public and advance the professional practice of architecture. 

We are pleased to be partnered with them to bring an Office Operations Manager to their team in Halifax, NS. Reporting to the Executive Director, the Office Operations Manager is responsible for the seamless administration and operation of the organization. This position provides executive support to the Executive Director while overseeing administrative systems, volunteer and committee support, member service administration, communications, records management, and special events.

The successful candidate will be a key operational resource, ensuring organizational effectiveness through strong planning, process improvement, support for partners and third-party collaborators of the organization, and demonstrating strong attention to detail. Working in a fast-paced environment, this role requires exceptional judgment, discretion, initiative, and the ability to manage multiple priorities while maintaining a high standard of professionalism and confidentiality.

Responsibilities in this role will include:

Executive and Organizational Support

• Provide executive support to the Executive Director, including managing schedules, priorities, meetings, correspondence, and confidential matters.
• Coordinate administrative activities to ensure smooth day-to-day operations including responding to inquiries, triaging communications, replenishing all office supplies. 
• Identify opportunities to improve office systems, processes, and administrative procedures to increase efficiency and service delivery.
• Prepare reports, briefing materials, presentations, and correspondence.
• Maintain organizational calendars and coordinate meeting schedules and quorum requirements. 

Committee Administration

• Coordinate all aspects of committee meetings, including scheduling, agendas, meeting materials, and follow-up activities.
• Prepare, distribute, and maintain meeting packages and supporting documentation.
• Compile and distribute meeting minutes and action items.
• Maintain online archives and records.
• Coordinate all meeting logistics, including venue setup, catering, virtual meeting platforms, and related arrangements.

Financial Administration

• Coordinate monthly financial documentation.
• Distribute financial packages to external bookkeeper for reporting purposes.
• Manage cheque issuances.
• Maintain organized financial records and supporting documentation.

Membership and Program Administration

• Maintain and update member records within the organization's database.
• Complete data entry, reporting, and member information management.
• Support annual reporting and membership renewal processes.
• Administer continuing education records, certifications, and compliance tracking.
• Coordinate logistics associated with educational courses and professional development. 

Communications and Engagement

• Develop, edit, and distribute member communications, newsletters, reports, and organizational announcements.
• Maintain website content, including member updates, events, resources, and organizational information.
• Support social media activities and communication initiatives.
• Preparing and distributing bi-monthly bulletin. 

Special Events

• Lead the planning and execution of organizational events, including Annual General Meetings (AGM) and Holiday Social.
• Liaise with venues, suppliers, speakers, and interested parties to ensure successful event delivery.
• Manage event logistics, registrations, materials, communications, and on-site coordination.
• Organize and preparing the First-Licensure recognition component of the AGM including the preparation certificates and candidate backgrounds.

Records Management and Compliance

• Develop, implement, and maintain records management policies and procedures.
• Ensure accurate and secure management of member and corporate records.
• In consultation with the team develop, implement and maintain an NSAA membership archive, and maintain a records management policy for member files and corporate permit files (paper files).
• Promote best practices in information management and document control. 

The ideal candidate will posses: 

• Post-secondary education plus a minimum of five years of relevant administrative experience (or equivalent combination of education and experience).
• Experience in progressively senior administrative, operations, or executive support positions.
• Exceptional organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Demonstrated understanding of administrative controls, records management, policy compliance, and confidentiality requirements.
• Proficiency with Microsoft Office Suite including PowerPoint, Adobe In-Design Suite. Experience with MailChimp and WordPress is an asset.
• Exceptional organizational, analytical, and communications skills with strong attention to detail and the ability to manage multiple priorities within a confidential environment.
• Demonstrated ability to exercise sound judgment, think critically, and respond appropriately in complex situations.
• Thrives in a small team environment.
• Experience in special events/meeting coordination, records management, policy and compliance activities.
• Ability to communicate step-by-step processes with ease.
• Outstanding client service skills.