The Association of Canadian Archivists (ACA) invites applications from qualified individuals for the full-time, permanent position of Executive Director of the ACA.

ORGANIZATIONAL BACKGROUND

The Association of Canadian Archivists (ACA) is a not-for-profit organization that represents archives and records professionals throughout Canada. Founded in 1975 and incorporated in 1978, the ACA promotes professional growth through conferences, workshops, publications, and mentorship, while also representing Canadian archivists in national and international advocacy efforts. It is a member-driven, volunteer-run organization that is governed by a Board of Directors, run by several committees, working groups, special interest sections, and university student chapters, and supported by two full-time employees: an Executive Director, and a Membership Services Coordinator.

 POSITION OVERVIEW 

Reporting to the Board of Directors through the President, the Executive Director (ED) is responsible for managing the efficient day-to-day operations and administration of the ACA and the ACA Foundation (ACAF). The ED manages the financial resources of the ACA in collaboration with the Treasurer and Financial Review Committee. The ED ensures sound fiscal practices that safeguard the ACA and ACAF’s financial stability and comply with legislation and seeks out new revenue streams in the form of grants, advertisements, donations, and other sources that align with the ACA’s commitments to equity and reconciliation. The ED also manages staff and liaises with the volunteers, ensuring they have access to technology resources and that they receive volunteer orientation/training on their responsibilities, codes of conduct and use of technology resources. 

The ED represents the association, as directed by the Board, to the public, government, affiliated organizations, vendors, and other stakeholders. The ED maintains regular communication with the Board, proposing policy direction to the Board or its designate (i.e. committees) and, in partnership with the elected and appointed leadership of the association, to support the goals and further the mission of the ACA. The ED implements and coordinates projects and activities of the association, including overseeing the coordination and planning of the ACA annual conference, the Members’ Input session, the Annual General Meeting, and the Planning and Priorities meetings. 

The ED is empowered to act on behalf of the Board and ACA within the parameters of the association’s By-Law No. 1, established Policy and Codes and office procedures, the annual budget and financial practices, and all legislative frameworks guiding the work of Canadian not-for-profit corporations. The ED is a non-voting director of the association; an ex officio member of all committees, task forces, working groups, and the ACA Foundation. 

AREAS OF RESPONSIBILITY 

The Executive Director shall provide leadership in these, and other areas: 

Planning 

• Develop and implement operational plans and procedures, with Board approval and in co-operation with stakeholders; 
• Provide continuity and policy guidance by recommending the creation/revision of policies and procedures which would improve the operations of the association; 
• Provide guidance to the Board to ensure all planned objectives align with the ACA by-laws, the ACA's Equity Commitments, the Indigenous Matters Working Group Recommendations, and the ACA Strategic Priorities; 
• Oversee the development of member products, services, educational opportunities and initiatives that provide value to members; and 
• Advise the Board and relevant committees on the development and implementation of various ACA programs and services. 

Financial Management 

• Collaborate with the Treasurer to prepare annual budgets, monitor expenditures, and provide monthly financial reporting to the Board; 
• Oversee audits, investment portfolio management, and financial planning in collaboration with the Treasurer and Financial Review Committee; 
• Oversee the budget and negotiate all facility, supplier, and service agreements for annual conferences, meetings and other events (e.g. conference/meeting venues, accommodations, A/V, catering, video conferencing licenses, conference app, etc.); 
• Coordinate grant application process and oversee the implementation of projects which received external funding including reporting duties; and 
• Maintain and implement modest revenue generation plans in cooperation with the Board and the ACAF. 

Administration and Operations 

• Support the administration of the association, Board, committees, working groups and sections, Archivaria, and the ACAF; 
• Set up and/or attend all Board, ACAF, Archivaria, committee meetings and other association meetings as required, acting as a liaison between the Board, committee chairs, the ACAF, Archivaria, Special Interest Section Chairs, and the office staff; 
• Support the preparation of Board agendas, when required; ensure that accurate minutes for all Board and committee minutes are created and uploaded to the ACA SharePoint site in a timely manner; and upload Board meeting minutes to the ACA website after necessary delay has passed; 
• Responsible for all logistics in support of regular, special and annual general meetings of the Board, the ACA Foundation, and membership; as well as for meetings of committees, special interest sections, working groups, taskforces, and student chapters; 
• Oversee the management of the membership database, website and any other technological infrastructure of the association, including staff workstations, office servers and network support, as well as external IT services; 
• Supervise staff, including recruitment, training, evaluation, and performance management; and 
• Foster a positive workplace culture. 

Conference and Event Planning 

• Coordinate site visits and evaluate facilities under consideration for hosting in-person conferences, meetings and/or other events and negotiate hosting contracts; 
• Research travel incentives and apply for funding through local or regional tourism offices; 
• Negotiate rates and block hotel and/or other accommodations for attending members, delegates, presenters, Board and staff; 
• Coordinate the logistical aspects of all virtual and in-person conferences and events; 
• Oversee building of online registration forms and coordinate communications with the Communications Committee and Social Media Team; 
• Coordinate a trade show at which local, national and international providers of supplies and services that support the work of archives, records, information management, and heritage organizations are invited to participate; and 
• Work with conference committees and teams to determine pricing and /or attendance minimums for professional development, pre-conference workshops (if appropriate), social events, based on direct costs associated with these activities. 

Communication and Marketing 

• Coordinate all internal and external communications, including notices, key dates, and news items for the public and members; 
• Oversee the preparation of reports for the ACA as required, including the publication of the Annual Report (Bulletin) in time for the AGM, and monthly staff activities reports for the Board; 
• Work with the Communications Committee on the publication of the ACA monthly newsletter (Scope and Content); 
• Manage subscribers to and mandatory reporting for the ACA journal, Archivaria 
• Coordinate all outreach and public relations activities, and develop a marketing strategy with the Board and relevant committees to boost membership and the association's visibility; and 
• Support annual and special fundraising efforts for the ACA Foundation and other committees; facilitating the annual conference's vendor trade show and promoting sponsorships. 

Advocacy and Community Relations 

• Conduct research and analysis to support the ACA’s advocacy initiatives; 
• Build and maintain relationships with government agencies, heritage organizations, and provincial, national and international professional associations; 
• Monitor trends and emerging issues in the archival community, advising the Board on strategic responses; 
• Coordinate activities to support/act upon issues of concern to the association and the Canadian archival community as directed by the Board; and 
• Provide advisory services to individuals and/or institutions responsible for archives and inform them of available resources. 

QUALIFICATIONS 

The ideal candidate will have a post-secondary degree in a field relevant to the needs of the ACA, such as non-profit/not-for-profit management, business administration, public administration, or archival studies, and a minimum of 5 years of non-profit, not-for-profit or public sector leadership experience. 

Specific Requirements: 

• Strong background in board governance, financial management, and HR/staff leadership; 
• Knowledge of the Canada Not-for-profit Corporations Act S.C. 2009, c.23, the Income Tax Act (R.S.C., 1985, c. 1 (5th Supp.)), and related labour relations legislation; 
• Familiarity with the archival community and federal heritage and information landscape; 
• Proven experience with fund development and grant management; 
• Excellent communication, marketing, advocacy and partnership building skills; 
• High level proficiency in computing technology and IT infrastructure management; 
• Knowledge of: MS office environment; Microsoft SharePoint Online; WildApricot; Formstack; event apps such as PheedLoop, EventMobi, and/or Whova; and video conferencing platforms such as Zoom; 
• Ability to manage IT support for the ACA and ACAF websites, SharePoint, and the association server; 
• Experience in effective meeting and conference logistics; 
• Expert level fluency in English (written and oral) is required; and 
• English/French bilingualism an asset, but not necessary. 

TERMS OF EMPLOYMENT 

The Executive Director is a full-time, permanent position working 37.5 hours/week. Some evening and weekend work may be required, as well as occasional travel. While the Association of Canadian Archivists office is located at 130 Albert Street, Ottawa, Ontario, this is a remote work opportunity. 

Salary from $85,000-$90,000 commensurate with experience. Compensation package includes comprehensive health benefits, group RRSP contributions, and 4 weeks paid vacation. 

APPLICATION DETAILS 

The Association of Canadian Archivists is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas to apply. 

To apply, please submit a C.V. and cover letter to Anna Gibson Hollow, President, Association of Canadian Archivists at acapresident@archivists.ca by November 15, 2025, 11:59 PM PST. 

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