Program Manager - The Portage Group

Our client, Association and Events Management International (www.aemanagement.ca), is seeking a Program Manager to play a critical role in supporting the operations of a client non-profit organization. This client is both the association and credentialing body for a specialized healthcare profession in Canada. As the Program Manager, you will oversee the Credentialing arm of their operations and help with special projects while collaborating across the organization.

The successful candidate will ensure smooth and efficient processes across various functions. Reporting to the association’s Executive Director and Association Management Principals, this position works with an Association Management Company (AEMI) and is responsible for providing comprehensive annual program execution, strategic insight, administrative support, and activity coordination while fostering strong relationships with members, committees, and key partners.

The Program Manager will lead a variety of essential initiatives ranging from the execution of registration and certification exams, educational pathway planning, communications, meeting & event coordination, and general committee support. The ideal candidate is detail-oriented, highly organized, and capable of balancing multiple responsibilities in a fast-paced, client-facing environment.

Key Responsibilities

Administrative Support:

1. Provide day-to-day administrative assistance to the Executive Director and association leadership.
2. Manage and maintain the association's records, files, databases, and documentation.
3. Ensure compliance with association policies, procedures, and governing bylaws.
4. Coordinate and assist with scheduling meetings, running registration and certification exams, preparing agendas, minutes, and other necessary documentation.

Membership Management:

1. Provide customer service to members and prospective members, addressing concerns and requests relating to your portfolio.
2. Maintain general association knowledge and act as support when other staff are unavailable.

Event Coordination:

1. Support volunteer committee and board meetings, preparing necessary materials and communications.
2. Assist in the planning and execution of association events, certification exams, conferences, webinars, and meetings.
3. Coordinate logistics, such as venue selection, catering, AV equipment, and registration in collaboration with other staff.

Communications:

1. Draft and distribute newsletters, announcements, and updates to members relating to your portfolio.
2. Assist in updating Association’s website and other communications channels.

Financial Management Support:

1. Assist in budgeting, financial reporting, and keep committees updated on their available resources.
2. Manage exam and event registrations, including tracking payments and follow-ups.

Committee and Board Support:

1. Act as the primary liaison between the Executive Director and various committees or working groups.
2. Assist in committee project management, including following up on action items and deadlines.

Special Projects:

1. Assist with the development and implementation of strategic initiatives that advance the mission and goals of the client association.
2. Take on ad hoc projects as directed by the Executive Director.

Qualifications

1. 3+ years of administrative experience, preferably in association or nonprofit management.
2. Strong organizational skills and attention to detail.
3. Excellent written and verbal communication skills.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), as well as membership management software and website content management systems.
5. Ability to manage multiple tasks and deadlines in a fast-paced environment.
6. Strong interpersonal skills, with the ability to work collaboratively with colleagues, members, and external vendors.
7. Bachelor's degree or diploma in Business Administration, Nonprofit Management, or a related field (or equivalent work experience).
8. Event coordination experience is a plus.

Working Conditions

1. This is a full-time position with occasional evening or weekend work required for events or meetings.
2. In-person during training and option for hybrid following training.
3. Health benefits program provided.
4. AEMI’s office is located centrally in downtown Toronto in close proximity to the subway (College).

Diversity

Diversity is a core value at Association and Events Management International. AEMI is passionate about building and sustaining an inclusive and equitable environment for all. AEMI leads with its values and beliefs that enable team members to develop their potential, bring their whole selves to the workplace, and engage in a world of inclusion. AEMI knows that having varied perspectives helps generate better ideas to solve the complex problems of a changing and increasingly diverse world.

To Apply

AEMI is being supported in the search for and evaluation of Program Manager candidates by The Portage Group. Please submit a resume and cover letter detailing your relevant experience to:

Jack Shand, FCMC, The Portage Group
promgr@portagegroup.com

We thank all applicants for their interest. Candidates selected for interview will be contacted.