Please note: The COS office is located in Ottawa, ON. The COS team works fully remotely with some exceptions. This position is required to visit the office in Ottawa for certain tasks and/or team activities occasionally throughout the year.

The Canadian Ophthalmological Society (COS) is the national authority on eye and vision care in Canada. We represent over 1,100 ophthalmologists and residents, advocating for optimal eye care and supporting our members in practice. COS collaborates with various stakeholders to promote excellence in ophthalmology and shape health policy related to eye and vision health. For more information, visit www.cos-sco.ca.

Job Summary

This is a full-time, permanent position that provides administrative support to the cross-functional COS team, primarily in area of Continuing Professional Development. This position supports project leads and COS staff members to achieve the success of each project and reports primarily to the Manager, Continuing Professional Development.

Primary Duties and Responsibilities

Provide administrative support for the COS Annual Meeting and Exhibition & Sally Letson Symposium, including:

o Drafting and sending speaker invitations and thank you letters

o Gathering and organizing speaker documentation (bios, head shots, honorifics, COI, disclosures, etc.)

o Assisting with the development of promotional materials and updating the meeting website

o Coordinating mailing lists for promotional mailers

o Preparing and distributing evaluation surveys and collating meeting evaluation report

o Assisting with session development and review of meeting collateral

o Providing attendees with certificates of attendance

• Support the departments with webinars and other educational activities by:

o Assisting with registration and administration of webinars

o Ensuring webinars run smoothly and distributing certificates of attendance

o Assisting with accreditation applications, certificates, queries, and reporting

o Developing and managing online surveys

o Updating website content as necessary

o Creating Excel spreadsheets for data entry and tracking purposes

• Provide administrative support for co-developed symposia, including:

o Creating invitations and coordinating Scientific Planning Committee meetings

o Assisting with agenda creation, note-taking, and capturing action items at committee meetings

o Supporting speakers with accommodation, presentation formatting, and editing

o Managing conflicts of interest disclosures from Scientific Planning Committee members

o Assisting with the creation of promotional eblasts

o Processing speaker honoraria and expenses

• Provide general administrative support across all departments, including:

o Managing the COS general email mailbox and responding to queries from the public

o Assisting with the preparation of agendas, minutes, and meeting packages for committee meetings

o Formatting letters on letterhead and updating policies and procedures as needed

o Assisting with office IT and filing of financial paperwork

o Serving as out-of-office support

o Other duties as assigned

Qualifications and Skills

• Bilingualism is an asset

• High school diploma and ideally some post-secondary training or certification in business or office administration and a minimum of 2-years of related experience in administrative roles, event planning

• Proficient in use of Microsoft Office Suite of products including Word, Excel, PowerPoint, SharePoint and Outlook

• Understanding of WordPress website development platform

• Excellent interpersonal and oral/written communication skills

• Strong customer service orientation

• Impeccable organizational and time management skills planning; the ability to prioritize and perform multiple tasks with accuracy and thoroughness

• Ability to adapt to flexible work schedules and changing job priorities, while meeting deadlines

• Demonstrated competence in minute-writing

• Tact, diplomacy, maturity and professionalism

• Strong team player committed to delivering the best results leveraging cross-functional expertise

• Energetic, positive demeanor

This is a permanent, full-time position. Occasional evening and weekend work will be required. Some travel is required to support the COS Annual Meeting and Exhibition.

The COS is a high-performance organization, committed to the pursuit of excellence. Each member of the team is responsible for contributing to a culture of excellence and to adding to the member experience by increasing COS’ relevance and its value-add proposition to our members and to key stakeholders.

We offer a competitive annual salary (typical hiring range: $45,000-$55,000, depending on qualifications and experience), and a comprehensive benefits package that includes a matching RRSP program, health benefits, generous vacation and holiday package, monthly Wi-Fi stipend, professional development opportunities, and more.

COS is an equal opportunity employer that welcomes diversity in the workplace and encourages applications from all qualified candidates. We support inclusivity and oppose discrimination based on (but not limited to) religion, race, citizenship, country or ethnic origin, language, age, political affiliation or opinion, sex, sexual orientation, gender identity and expression, cognitive or physical ability, and economic status.

COS welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

To Apply:

To apply, please submit a detailed resume and a covering letter to dnieuwkoop@cos-sco.ca

We thank all applicants for their interest; however, only those to be interviewed will be contacted.

For more information about the Canadian Ophthalmological Society, please visit our website at www.cos-sco.ca

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