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.

• 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.

• 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.

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

• 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.

• 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.

• Lead the planning and execution of organizational events, including…