Position Description: Executive and Operations Coordinator

Reports to: Chief Executive Officer (CEO)

Location: Remote with occasional travel for events

Services Overview: The Executive and Operations Coordinator will provide critical support to the Chief Executive Officer (CEO) and the broader Canada Artistic Swimming (CAS) team. This position is focused on membership registration, event coordination, grant management, fundraising, sponsorship prospecting, and general administrative duties.

The successful candidate will be a highly organized individual with experience in sports administration and event management, capable of working independently and collaborating with a diverse team. The role requires a proactive, detail-oriented, and adaptable individual to ensure the smooth operations of CAS programs and initiatives.

Primary Responsibilities:

Membership Registration and System Support:

- Act as the CAS registrar for the membership registration system (RAMP).
- Answer member questions, solve system-related problems, and act as the key liaison between CAS and RAMP.
- Conduct weekly meetings with the RAMP representative to ensure smooth operations and resolve any issues.
- Conduct ad hoc analysis of membership data, compliance monitoring and communication to members.

Email and Communication Management:

- Oversee the CAS "info@" inbox, including reading and deleting junk emails.
- Review valid emails, triage, and forward them to the appropriate person.
- Respond to general inquiries on behalf of CAS and track follow-up.

Event Coordination and Project Management:

- Provide coordination and assistance for CAS events such as the Qualifier, National Championships, Canada Cup and World Cup.
- Handle pre-event tasks including communications, marketing, ticket sales, and logistics.
- Research and manage contracts for transportation, hotel accommodations, and food services.
- Support event activities such as accreditation, reception desk management, team liaison, camera work, and other tasks as directed by the Chief Operations Officer (COO).

Grant Program Management:





- Research and apply for relevant grants, including those for community sport, gender equity, tourism, and foundation support.
- Manage the grant deliverables, maintain communication with funding recipients, and report on successful grants.
- Investigate and track potential new grant programs to further CAS’s goals.

:

- Manage and oversee the project lifecycle for the We All Swim Together program.
- Coordinate the launch, communications with clubs and Provincial/Territorial Sport Organizations (PTSOs), and content development.

Fundraising and Donor Relations:

- Set up and administer the CanadaHelps platform for fundraising.
- Market the online program, engage with potential donors, and track the program's success.
- Provide administrative support for annual fundraising activities, including reward fulfillment and tax receipt instructions.

- Prospecting for Sponsorships:

- Actively prospect for both cash and in-kind sponsorships to support CAS programs, events, and initiatives.
- Research and identify potential sponsors, build relationships, and communicate the value of partnership opportunities.
- Assist in the development and execution of sponsorship proposals, presentations, and agreements.
- Maintain relationships with sponsors and ensure deliverables are met.

Material and Merchandise Coordination:

- Oversee the planning and fulfillment of materials for AquaGO!, team uniforms, promotional items, and other merchandise.

Sustainability Program:

- Provide project management for CAS sustainability activities including annual emissions reporting, meetings with Racing to Zero and communications to staff and PTSOs.

Youth Coach Engagement Program:





- Provide project management for CAS youth coach engagement project including ad hoc and annual reporting, content facilitation and communications and promotions to members.

Canadian Safe Sport Program:

- Maintain list of CAS participants in CSSP including completed training and consent forms, invitations and compliance monitoring.

General Administrative Support:

- Assist with additional duties as directed by the CEO and COO.

Qualifications:

Experience & Education:

- Post-secondary education in sports administration, physical education, health, recreation, or a related field, or comparable work experience.
- Minimum of 2 years’ experience in a sport-related field, with a focus on administrative support, event management, and volunteer coordination.
- Experience in event operations and sponsorship prospecting is an asset.

Skills and Competencies:

- Strong analytical skills and the ability to provide reports and insights, conduct outreach, and make recommendations.
- Passion for athlete-centered competition development and delivery.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite, Google Cloud Apps, Apple software, and experience with website management.
- Detail-oriented with strong time management skills.
- Ability to build and maintain relationships, including working with volunteers and other stakeholders.
- Self-starter with the ability to work independently and as part of a team; flexibility to work evenings and weekends as needed.
- High energy and initiative with a focus on continuous self-improvement.

Working Conditions:

- Flexible schedule with the potential for evening and weekend work.
- Occasional travel required for events and meetings.

HOW TO APPLY

Interested candidates are invited to submit a resume and cover letter outlining their relevant experience and interest in the position to [email protected] by October 30, 2026. Please use the subject line: [Your Name] – Executive Coordinator Application

📌 Executive Coordinator (Canada)
🏢 Canada Artistic Swimming/Natation Artistique Canada
📍 Canada