Executive and Operations Coordinator

The Opportunity

Canada Artistic Swimming (CAS) is seeking a highly organized, proactive and detail-oriented Executive and Operations Coordinator to provide essential administrative and operational support to the Chief Executive Officer and the broader CAS team.

This position plays an important role in supporting the organization's daily operations, national events, membership services, funding initiatives and organizational programs.

The successful candidate will contribute across multiple areas, including membership registration, event coordination, grant management, fundraising, sponsorship development, communications and general administration.

We are looking for a motivated professional with experience in sport administration and event management who thrives in a collaborative environment, demonstrates strong initiative and can independently manage competing priorities.

This is an opportunity to contribute to a national sport organization while supporting programs and initiatives that advance artistic swimming across Canada.

Key Responsibilities

Membership Registration and System Support

• Serve as the primary registrar for the Canada Artistic Swimming membership registration system (RAMP).

• Respond to member inquiries, troubleshoot registration issues and act as the key liaison between CAS and RAMP.

• Conduct weekly meetings with RAMP representatives to support effective system operations and resolve outstanding issues.

• Analyze membership data, monitor compliance and coordinate relevant communications with members.

• Help maintain accurate and efficient membership registration processes.

Email and Communications Management

• Oversee the organization's general information inbox, including reviewing and organizing incoming correspondence.

• Filter junk emails and direct legitimate inquiries to the appropriate team members.

• Respond to general inquiries on behalf of CAS.

• Track follow-up communications to ensure timely and professional responses.

• Support effective communication between CAS, members, partners and other stakeholders.

Event Coordination and Project Management

• Provide planning, coordination and operational support for major CAS events, including the Qualifier, National Championships, Canada Cup and World Cup.

• Assist with pre-event communications, marketing initiatives, ticket sales and logistical arrangements.

• Research, coordinate and manage service contracts for transportation, accommodations and catering.

• Support event-day operations, including accreditation, reception services, team liaison responsibilities, camera work and other operational tasks.

• Collaborate with the Chief Operations Officer (COO) and event teams to help deliver successful competitions and organizational events.

Grant Research and Program Management

• Research and identify grant opportunities supporting community sport, gender equity, tourism, foundations and other relevant funding priorities.

• Prepare and coordinate grant applications.

• Manage grant deliverables and maintain communications with funding recipients.

• Monitor reporting requirements and prepare reports for successfully awarded grants.

• Track potential new funding programs that align with CAS's strategic objectives.

Fundraising and Donor Relations

• Establish and administer the organization's fundraising activities through the CanadaHelps platform.

• Promote online fundraising initiatives and engage potential donors.

• Track fundraising performance and support reporting on campaign results.

• Provide administrative assistance for annual fundraising campaigns.

• Coordinate donor recognition, reward fulfillment and tax receipt instructions.

Sponsorship Prospecting and Partnerships

• Actively identify and research prospective cash and in-kind sponsors for CAS programs, competitions and initiatives.

• Build relationships with potential sponsors and communicate the value of partnership opportunities.

• Assist in preparing sponsorship proposals, presentations and agreements.

• Support the implementation of sponsorship commitments and partnership activities.

• Maintain positive sponsor relationships and monitor the fulfillment of agreed deliverables.

Materials and Merchandise Coordination

• Coordinate the planning, ordering and distribution of materials supporting the AquaGO! program.

• Oversee the fulfillment of promotional products, merchandise and other organizational materials.

• Support inventory coordination and timely distribution of program resources.

Sustainability Program Coordination

• Provide project management support for CAS sustainability initiatives.

• Coordinate annual emissions reporting and related administrative activities.

• Participate in meetings and communications with Racing to Zero.

• Support sustainability-related communications with staff and Provincial/Territorial Sport Organizations (PTSOs).

Youth Coach Engagement Program

• Coordinate the organization's youth coach engagement project.

• Support annual and ad hoc reporting requirements.

• Facilitate relevant content development and distribution.

• Assist with communications and promotional activities to engage members and program participants.

Canadian Safe Sport Program Administration

• Maintain accurate records of CAS participants involved in the Canadian Safe Sport Program (CSSP).

• Monitor required training completion and participant consent forms.

• Coordinate invitations, participant communications and compliance tracking.

• Support the organization's ongoing Safe Sport administrative requirements.

General Administrative and Operational Support

• Provide day-to-day administrative assistance to the CEO and COO.

• Support organizational projects and cross-functional initiatives.

• Coordinate priorities and respond to emerging operational requirements.

• Perform additional duties as assigned to support the effective operation of Canada Artistic Swimming.

Qualifications and Experience

Education and Professional Experience

The ideal candidate will bring:

• Post-secondary education in sport administration, physical education, health, recreation or a related discipline, or an equivalent combination of education and professional experience.

• A minimum of two years of experience in a sport-related environment, particularly involving administrative support, event management or volunteer coordination.

• Experience supporting organizational operations, managing projects and coordinating multiple priorities.

• Previous experience in event operations and sponsorship prospecting is considered an asset.

• An understanding of the Canadian sport environment and the needs of national sport organizations.

Skills and Competencies

We are looking for someone who demonstrates:

• Strong Organizational Skills: Excellent attention to detail, time management and the ability to effectively balance competing responsibilities.

• Analytical Thinking: The ability to interpret information, prepare reports, conduct research and develop practical recommendations.

• Communication Excellence: Strong written and verbal communication skills and confidence engaging with diverse stakeholders.

• Technical Proficiency: Experience using Microsoft Office Suite, Google Cloud applications, Apple software and website management tools.

• Relationship Management: The ability to establish and maintain productive relationships with volunteers, members, sponsors and organizational partners.

• Independence and Initiative: A proactive, self-directed approach to work, combined with the ability to collaborate effectively with a distributed team.

• Adaptability: Flexibility to respond to changing priorities and support occasional evening and weekend activities.

• Commitment to Sport: A genuine passion for athlete-centred competition development and delivery.

• Continuous Improvement: High energy, initiative and a commitment to professional growth and organizational excellence.

Working with Canada Artistic Swimming

This is a full-time remote position offering flexibility while supporting the operations of a national sport organization.

The successful candidate will work closely with the CEO, COO, staff, volunteers and sport partners to coordinate programs, events and administrative responsibilities.

Working conditions include:

• Remote working arrangements with flexible hours.

• Occasional evening and weekend work to support organizational activities and events.

• Domestic travel for selected competitions, meetings and other CAS initiatives.

• Collaboration with colleagues and stakeholders across Canada.

• Opportunities to contribute to a broad range of national sport programs and projects.

Why Join Canada Artistic Swimming?

This position offers the opportunity to make a meaningful contribution to the administration and continued development of artistic swimming in Canada.

As Executive and Operations Coordinator, you will support national-level programming, help deliver important sporting events and contribute to initiatives that strengthen membership services, funding opportunities and organizational effectiveness.

The role is well suited to an organized, resourceful and motivated professional who enjoys variety, takes ownership of their work and wants to make a positive impact within Canadian sport.