Position Summary
The Manager, Executive Support & Conference Planning is a contract role providing high‑level administrative, operational, and project leadership support to the CPHFHA President and Board. The role is responsible for managing complex administrative functions and leading the planning and execution of CPHFHA’s flagship annual conference and related events.
This position requires a highly organized, self‑directed professional who can lead workstreams, manage multiple priorities, and execute with minimal oversight. The successful candidate will balance strategic coordination with hands‑on delivery, ensuring smooth operations and a high‑quality member experience.
Key Responsibilities
Executive & Board Support
- Provide senior‑level administrative and operational support to the CPHFHA President
- Prepare agendas, briefing materials, presentations, and reports for Board and committee meetings
- Coordinate Board and committee meetings, including scheduling, logistics, materials, and follow‑ups
- Track decisions, action items, and commitments to ensure timely execution
- Draft correspondence and documentation on behalf of the President as required
- Maintain accurate governance records, files, and documentation
Conference & Event Planning and Delivery
- Lead the planning, coordination, and execution of CPHFHA’s annual large‑scale conference
- Develop and manage event timelines, project plans, budgets, and key milestones
- Coordinate venues, vendors, speakers, sponsors, exhibitors, and other stakeholders
- Manage registration processes, attendee communications, and event logistics
- Serve as the primary point of contact for conference‑related inquiries and issue resolution
- Oversee on‑site event execution and post‑event wrap‑up, including reporting and evaluation
Administrative & Operational Management
- Manage day‑to‑day administrative operations in support of CPHFHA activities
- Track and reconcile invoices, expenses, and payments related to conferences and operations
- Coordinate contracts and vendor agreements, ensuring accuracy and completeness
- Maintain organized records, files, and shared documentation
- Support operational planning and execution of member programs and initiatives
Process Development & Documentation
- Build, document, and maintain onboarding materials for contractors, volunteers, and partners
- Develop and update standard operating procedures, templates, and process documentation
- Identify opportunities to improve administrative, governance, and event processes
- Ensure documentation supports consistency, continuity, and knowledge transfer across CPHFHA activities
Leadership & Initiative Management
- Lead delivery of the CPHFHA Vision, Mission and Objectives along with assigned projects and initiatives independently from planning through execution
- Act as a connector across committees, partners, and external stakeholders
- Proactively identify risks or gaps and recommend practical solutions
- Exercise sound judgment while escalating key issues to the President as appropriate
Qualifications & Experience
- 5+ years of experience in senior administrative support, operations, or event management roles
- Proven experience planning and delivering large‑scale conferences or complex, multi‑stakeholder events
- Experience supporting Boards, Presidents, or senior leaders, ideally within an association or member‑based organization
- Demonstrated ability to manage budgets, timelines, and multiple concurrent priorities
- Strong written and verbal communication skills, with experience preparing executive‑level materials
Skills & Competencies
- Highly organized, detail‑oriented, and self‑directed
- Strong project management and execution skills
- Comfortable operating independently in a contractor environment
- Professional judgment and discretion when working with senior leaders and boards
- Strong problem‑solving and follow‑through capabilities
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with event management or CRM tools is an asset
Pay: From $40,000.00 per year
Work Location: Remote
