Executive Assistant & Operations Coordinator Full Time

Location: Toronto, ON (Hybrid)

Reports To: President, Canadian Country Music Association (CCMA), with support responsibilities across the CCMA Executive Team

Type: Full-time, Permanent

About the Canadian Country Music Association (CCMA)

The Canadian Country Music Association (CCMA) exists to celebrate and elevate Canadian country music connecting artists, industry professionals, and fans across the nation. Through year-round initiatives and our flagship event, Country Music Week and the CCMA Awards, we create opportunities that showcase talent, strengthen the industry, and grow our community at home and abroad.

The CCMA office is located in downtown Toronto and operates on a hybrid schedule, with team members in the office three days a week. We pride ourselves on our inclusive, creative, and supportive work environment that values collaboration, curiosity, and connection.

Who We’re Looking For

We’re looking for an exceptionally organized, proactive and people-oriented Executive Assistant & Operations Coordinator to join our team.

This is a highly visible and important role that supports the President and Executive Team while helping keep the organization running smoothly behind the scenes alongside our Operations Manager.

The successful candidate will thrive on bringing order to complexity. They will enjoy planning, anticipating needs, keeping people organized, and ensuring nothing falls through the cracks.

The Role

The Executive Assistant & Operations Coordinator role combines executive support, operations coordination, project management, registration and event administration. It is ideal for someone who enjoys both the big picture and the details, is comfortable interacting with a wide range of partners, and takes pride in creating systems, processes and structure.

The role also provides administrative support to board governance activities, including meeting coordination, materials preparation and documentation.

Who You Are

You are:

• Highly organized and naturally proactive
• Warm, polished, personable and confident interacting with people
• Someone who enjoys taking ownership and making things happen
• Energized by juggling multiple projects and priorities
• A strong communicator who can work with artists, managers, sponsors, board members, members, vendors and staff
• Calm under pressure and comfortable in a fast-paced environment
• Someone who notices what needs to happen before being asked
• Comfortable balancing strategic support with hands-on administrative details
• The kind of person who likes creating systems, checklists, processes and documentation
• Comfortable supporting senior leadership and Board members with professionalism and discretion

You are not someone who waits for direction on every task. You enjoy figuring things out, taking initiative, and helping others stay organized.

What You’ll Do

Executive Support

• Manage and coordinate the President’s calendar, meetings, travel and priorities
• Prepare meeting materials, agendas, briefing notes and follow-up items for the President and Executive Team
• Assist with presentation preparation, background research and behind-the-scenes planning
• Draft, proofread and format correspondence, reports and documents
• Take meeting notes and ensure follow-up actions are captured and completed
• Support the Executive Team with scheduling, travel, expenses and administrative needs
• Assist with coordination of Board of Directors and committee meetings (scheduling, agendas, materials)
• Prepare and organize board meeting packages and supporting documentation

Operations & Project Coordination

• Help oversee and maintain the organization’s project management tool and ensure deadlines, deliverables and responsibilities stay on track
• Create and maintain internal systems, documentation, templates and process guides
• Coordinate internal meetings, agendas and action-item tracking
• Support office operations including ordering supplies, managing shared calendars and general administrative coordination
• Help improve processes and identify opportunities to make the team more efficient and organized
• Take meeting minutes and track follow-up items from board meetings
• Maintain organized board records and governance documentation
• Support onboarding and administrative requirements for board members (e.g., NDAs, documents)

Registration, Events & Country Music Week Support

• Lead registration and ticketing coordination for Country Music Week and other CCMA events
• Serve as a key point of contact for members, delegates, artists, sponsors and guests regarding registration and event logistics
• Help manage ticketing systems, attendee lists, schedules, rooming lists and onsite information
• Coordinate staff travel, accommodations and hotel blocks for Country Music Week and other events
• Support event planning and logistics throughout the year
• Travel to Country Music Week and other key events as required

Grants & Administrative Support

• Assist with grant writing, grant tracking and post-event reporting/reconciliation
• Support operational reporting, document preparation and information gathering
• Help organize contracts, files and administrative systems
• Assist with budget tracking, invoice collection and other administrative tasks as needed

What You’ll Bring

• 3–7 years of experience in executive support, operations, event coordination, project coordination or a related role
• Experience in a not-for-profit, association, entertainment, events or music environment is an asset
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• Excellent interpersonal skills and confidence interacting with a variety of people
• Strong judgment, professionalism and discretion
• Experience supporting senior leaders or executives
• Ability to manage multiple priorities, deadlines and last-minute changes
• Strong attention to detail and follow-through
• Experience with project management tools and systems
• Strong proficiency in Microsoft Office, Google Workspace, Excel and presentation preparation
• Experience with registration or ticketing systems is considered an asset
• Grant writing or grant administration experience is considered an asset
• Experience supporting board meetings or governance processes is an asset

Why Join Us

At the CCMA, you’ll be part of a passionate team shaping the future of Canadian country music. We value creativity, inclusivity, and collaboration — and we work closely with artists, partners, and fans to create experiences that matter.

You’ll have the opportunity to build partnerships that drive impact, elevate Canadian talent, and contribute to one of Canada’s most recognized cultural brands.

Diversity, Equity & Inclusion

Diversity, equity and inclusion are critical components of business at the Canadian Country Music Association, and we are committed to making these values an integral part of our culture. The CCMA encourages applications from all qualified applicants, including women, men, non-binary identifying and persons with disabilities, Black, Indigenous, People of Colour (BIPOC), people from the Lesbian, Gay, Bisexual, Transgender, Transsexual, Queer, Questioning, Two-Spirit, Intersex, Asexual + (LGBTQ2SIA+) community, and other equity-seeking groups.

If you require accommodation during the application or interview process, please let us know – we’ll be happy to assist.

How to Apply

To apply, please send a cover letter and resume to: hiring@ccma.org, with “Executive Assistant & Operations Coordinator” in the subject line.

We thank all applicants for their interest; only those selected for an interview will be contacted.