Office Manager

Conference of Defence Associations Institute; Ottawa; On-site; CAD 65,000 - 80,000; Full time

Benefits offered by this job

Benefits package

Competitive salary

Job summary

The Conference of Defence Associations Institute is seeking an Office Manager to provide operational, administrative, and governance support to the Executive Director and to coordinate day-to-day operations across the organization.

The role emphasizes managing organizational records, governance processes, HR administration, and ensuring the quality of documents before final approval, while handling multiple priorities with discretion and sound judgment.

Qualifications

• Bachelor’s degree in Business Administration or related field; equivalent experience may be considered.
• 5+ years in operations, administration, governance, or organizational management.
• Experience supporting Boards of Directors and senior executives.
• Experience coordinating HR administration and office operations.

Responsibilities

• Coordinate Board and committee meetings, prepare agendas and materials, maintain governance records, and ensure follow-up on decisions and compliance.
• Lead office administration by overseeing day-to-day functions, systems, and process improvements.
• Coordinate HR administration including recruitment, onboarding, offboarding, personnel records, HR policies, and attendance tracking.
• Provide executive and organizational support by reviewing reports, presentations, and briefing materials for quality and consistency for the Executive Director.
• Manage organizational records and compliance by maintaining contracts, policies, and document management systems.
• Support financial administration by coordinating contracts, invoices, memberships, audit documentation, and related processes with the Comptroller and Accountant.

Skills

Organizational skills

Project management

Attention to detail

Written and verbal communication

Discretion and confidentiality

Independent working

Interpersonal skills

Bilingual English/French

Education

Bachelor’s degree in Business Administration, Public Administration, Non-Profit Management, Human Resources, or related field

Job description

Salary: $65,000 - $80,000 + benefits (commensurate with experience)

Deadline: August 21, 2026 (23:59 EST)

The Opportunity

The CDA Institute is seeking an Office Manager to provide operational, administrative, and governance support to the Executive Director and serves as a key coordinator for day-to-day operations across the organization. The Office Manager ensures the efficient management of organizational records, governance processes, human resources administration, office operations, and internal workflows.

Working closely with the Executive Director, management team, and accounting service, the Office Manager helps maintain organizational effectiveness by overseeing administrative systems, supporting Board and committee activities, coordinating personnel administration, and ensuring the quality and completeness of documents and organizational products before final approval. The successful candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities while exercising discretion and sound judgment.

About Us

Established in 1932, the Conference of Defence Associations is an umbrella organization for 48 member associations who represent over 400,000 active and retired members of the Canadian Armed Forces. The CDA connects the defence & security community in Canada that provides influence and visibility for member associations towards national engagement, as well as a hub where Canadians interested in matters of security & defence can converge for events, research, and analysis, as well as mentorship opportunities and job searches.

In 1987, the CDA founded a separate Institute as a charitable organization with the mission to advance informed debate on national security issues, particularly those that pertain to national defence and the Canadian Armed Forces. The CDA Institute is a non-partisan registered charity organization with the mission to advance informed debate on national security issues, particularly those that pertain to national defence and the Canadian Armed Forces. We aim to foster a fact-based and rational approach to dialogue regarding Canadian defence, security, and foreign policy priorities.

Role Responsibilities

• Support governance and the Board of Directors by coordinating Board and committee meetings, preparing agendas and meeting materials, maintaining governance records, and ensuring follow-up on Board decisions and compliance requirements.
• Lead office administration by overseeing day-to-day office functions, managing administrative systems, and continuously improving internal processes.
• Coordinate human resources administration by supporting recruitment, onboarding and offboarding, maintaining personnel records, administering HR policies, and tracking employee leave and attendance.
• Provide executive and organizational support by reviewing reports, presentations, correspondence, and briefing materials for quality and consistency, while tracking organizational priorities and supporting the Executive Director.
• Manage organizational records and compliance by maintaining contracts, policies, corporate records, and document management systems to ensure information is accurate, secure, and accessible.
• Support financial administration by working closely with the Comptroller and Accountant to coordinate contracts, invoices, memberships, audit documentation, and other administrative processes that support the organization’s financial operations

Qualifications

Education:

• Bachelor’s degree in Business Administration, Public Administration, Non-Profit Management, Human Resources, or a related field.
• Equivalent experience may be considered.

Experience:

• 5+ years of progressively responsible experience in operations, administration, governance, or organizational management.
• Experience supporting Boards of Directors and senior executives.
• Experience in the non-profit, association, think tank, government, or professional services sector is considered an asset.
• Experience coordinating HR administration and office operations.

Skills and Competencies:

• Exceptional organizational and project management skills.
• Strong attention to detail and quality control.
• Excellent written and verbal communication skills.
• Ability to manage confidential and sensitive information.
• Strong judgment, discretion, and professionalism.
• Ability to work independently and anticipate organizational needs.
• Strong interpersonal and relationship-management skills.
• Proficiency in English and French essential.