The Aylmer Heritage Association operates in both French and English in conducting its activities.

A- Essential skills

• Ability to organize work and prioritize responsibilities
• Adaptability, flexibility, ethics and diplomacy
• Curiosity, creativity and initiative
• Team spirit and collaboration
• Be able to exercise good judgement

B- Professional and educational experience required

• Relevant CEGEP, college, or university education
• Some experience in office management
• Working knowledge of Microsoft Office suite, electronic communications tools, and basic
  page layout
• Basic knowledge of document filing and record-keeping (paper and electronic)

C- Other requirements

• Have no conflict or apparent conflict of interest with the AHA’s mandate.
• Knowledge of, and/or a keen interest in Aylmer’s built and natural heritage.
• Ability to communicate satisfactorily in French and English, both orally and in writing.

Duties and responsibilities

Under the immediate supervision of the President of the AHA Board of Directors:

Basic Duties

• Electronic, phone and mail correspondence:  Monitor and promptly respond; or refer to Board members as appropriate for further follow-up.
• Visitors to the office:  Greet and welcome; assist with addressing their questions, seek guidance from Board members or other association experts as appropriate.
• Maintain an ongoing record of all visitors and correspondence (electronic, phone, mail).
• Encourage members to volunteer their time; and involve volunteers in all aspects of the Association’s operations, including assignment of specific tasks in the running of the office. 

Office Administration

• Confirm that the Association’s historical reference material (buildings and other documents related to regional history) and administrative corporate records both printed and electronic, are easily and quickly retrievable, and ensure their preservation.
• Ensure that deadlines for grant applications and reporting are adhered to. These include government (municipal, provincial, federal) and may include other organizations the Association is a member of or associated with.
• Perform routine financial management tasks e.g., receive and process invoices for payment, manage petty cash, collect annual member dues and financial donations, issue donation receipts, and maintain accurate financial records.  Work with the Treasurer and President to generate regular financial statements.
• Ensure donations of physical items are duly recorded per the Associations policies.
• Develop and maintain a calendar of Association activities in collaboration with the Board of Directors.
• Maintain an up-to-date listing of Association members and their status (current, lapsed) and coordinate annual renewals.
• Ensure computers, software, electronic equipment and networks are maintained and kept up-to-date and that back-up copies of all data are retained on file.
• Oversee the maintenance and cleanliness of the premises at all times.

Communications:

• Maintain the Association member listing and list of community liaison contacts for Association newsletters and email communications.
• Create newsletters and email communications for review by the President or other Board members as appropriate.
• Disseminate Association communications once finalized and/or as requested.
• Perform updates to the association’s website, and other social media platforms i.e., Facebook.
• Maintain an up-to-date list of regional media contacts.
• Ensure accuracy and quality of French and English text in all communications.

Special Administrative Tasks and Outreach

• Endeavour to seek additional funding for the organization for projects, activities and operations as appropriate; utilize the assistance of the Fundraising committee (if applicable) and/or Treasurer.
• Other tasks and responsibilities that may be assigned from time to time.

Aylmer Heritage Association
associationpatrimoineaylmer@gmail.com
September 2026