Administrative Operations Associate Jobs in Ontario

At BBYO, we're motivated by our mission, inspiring us to reimagine work to make it fun, flexible, and fulfilling. We're looking for an organized, detail-oriented Operations Associate to join our team and help power the day-to-day operations of BBYO Eastern Canada.

This is a unique opportunity to play a vital role behind the scenes of one of the world's leading Jewish youth organizations. Working closely with our Executive Director and regional staff, you'll help ensure our programs, events, systems, and operations run smoothly-allowing regional staff to focus on what matters most: building meaningful relationships with Jewish teens.

BBYO Eastern Canada engages more than 1,000 Jewish teens each year through chapters, leadership programs, conventions, travel experiences, and community events across Ontario and Quebec. As Operations Associate, you'll support the systems and processes that make those experiences possible. From registrations and financial administration to CRM management and process improvement, you'll play a key role in creating exceptional experiences for teens, families, volunteers, donors, alumni, and community partners.

Whether you're early in your career or looking to apply your organizational talents in a mission-driven environment, this is an opportunity to grow professionally while making a lasting impact on Jewish teens. The ideal candidate is proactive, highly organized, enjoys building efficient systems, and takes pride in creating exceptional experiences for others.

SHAPING THE FUTURE FOR TEENS AND YOURSELF

As Operations Associate, your responsibilities will include:

• Managing registration processes for conventions, travel experiences, leadership programs, community events, and other organizational activities.
• Building and maintaining registration forms, participant records, waivers, payments, and event communications.
• Preparing participant lists, nametags, rooming lists, dietary reports, transportation manifests, health and emergency information, and other event materials.
• Coordinating day-to-day administrative operations while supporting organizational projects, initiatives, and strategic priorities.
• Developing, documenting, and improving organizational processes, workflows, templates, and standard operating procedures.
• Maintaining accurate membership, prospect, alumni, donor, volunteer, and program participation records within the organization's CRM and databases.
• Producing reports and dashboards to inform organizational planning, recruitment, fundraising, and program evaluation.
• Processing invoices, reimbursements, deposits, expense claims, and other financial documentation while assisting with budget tracking and financial reporting.
• Processing memberships, registrations, donations, and other organizational payments.
• Identifying opportunities to improve efficiency through better systems, automation, and operational workflows.
• Maintaining digital filing systems, organizational templates, shared resources, and institutional knowledge.
• Serving as a primary point of contact for administrative inquiries from teens, parents, volunteers, alumni, donors, and community partners.

ESSENTIAL SKILLS FOR MAKING A LASTING IMPACT

Our team values initiative, collaboration, curiosity, and continuous improvement. Success in this role comes from being highly organized, adaptable, and committed to delivering exceptional service.

We're looking for someone who has:

• A post-secondary degree or diploma, or an equivalent combination of education and experience.
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong technology skills and the ability to quickly learn new software and systems.
• Experience using spreadsheets, databases, CRM systems, online registration platforms, or other administrative software is an asset.
• Strong problem-solving skills and a desire to improve processes and find more efficient ways of working.
• A customer-service mindset and the ability to build positive relationships with teens, families, volunteers, donors, alumni, and community partners.
• Professionalism, discretion, and sound judgment when handling confidential financial, participant, and organizational information.
• The ability to work independently while collaborating effectively as part of a team.
• Ability to work in person in the Greater Toronto Area and flexibility to occasionally work evenings and weekends in support of conventions, major programs, and organizational events.
• Ability to travel to organization-wide events such as International Convention, Staff Conference, and to staff a summer leadership program in the United States for approximately 2-3 weeks each summer.
• A valid driver's license, access to a reliable vehicle, and eligibility to work in Canada.

BENEFITS OF OUR DYNAMIC AND SUPPORTIVE WORKPLACE

BBYO provides generous vacation and sick leave, paid time off on statutory and Jewish holidays, and excellent opportunities for ongoing professional development. This role offers significant opportunities for professional growth and career advancement within a dynamic international organization. You'll collaborate with colleagues on projects across Canada, throughout North America, and around the world. The position is designed to support a flexible work environment that helps foster a healthy work-life balance.

BE A PART OF A LEGACY...

• that celebrates our rich, century-long history of enhancing the Jewish experience to build a meaningful, teen-led future.
• with an inclusive culture where authenticity is celebrated, respect is given, and fun is encouraged.
• built on trust and empowerment, offering flexibility in where you work and autonomy in how it gets done.

Embracing our past and future, we are excited about our growth and the challenges ahead. Join us and embark on an exciting journey with BBYO. INSPIRING TODAY. BUILDING TOMORROW.

Salary: $50,000-$58,000 CAD annually, commensurate with experience.

Accommodations are available on request for candidates taking part in all aspects of the selection process.