Manager, Special Projects & Administration

About the Role

The Manager, Special Projects & Administration plays a pivotal role in securing funding to support the mission and programs of the Ontario Tennis Association (OTA). Reporting to the President & CEO, this role is responsible for identifying funding opportunities, developing grant proposals, and managing the grant application process from inception to completion.

Additionally, the Manager, Special Projects & Administration is accountable for providing day-to-day executive-level, administrative, operational and project management support for the President & CEO and Director of Finance & Administration. The Manager, Special Projects & Administration communicates collaboratively across all portfolios to provide an efficient and effective environment for the OTA.

This is a full-time, permanent role with benefits, starting immediately.


Key Responsibilities


  • Coordinate the submission of grant writing initiatives, including:
    • Collaborating across departments to understand program funding needs. 
    • Crafting tailored proposals aligning with funders’ strategic priorities.
    • Developing project design, scope, work plan and schedule. 
    • Managing the grant application process, ensuring compliance and meeting deadlines.
    • Partnering with the Director, Finance & Administration on proposal budgets and expenditure tracking.
  • Conduct research to identify funding opportunities from various sources.
  • Stay informed about emerging trends and industry standards in nonprofit grant making. 


  • Ensure compliance with the Government of Ontario’s Sport Recognition Policy, maintaining the OTA’s recognition status:
    • Adhere to recognition criteria and obligations as defined by the Ministry of Tourism, Culture and Sport.
    • Provide Ministry consultants with updates on funding allocations and progress towards key performance indicators.
    • Accountable for timely and accurate collection of performance data.
  • Grant Reporting
    • Track and report on grant activities to internal and external stakeholders.
    • Sustain grant agreements through meticulous record-keeping, documentation, and digital file maintenance. 


  • Supervise and implement grant-funded projects, ensuring their coordinated completion.
  • Monitors project activities, resources, and progress.
  • Ongoing communication and coordination with contracted project staff.
  • Identify and mitigate risks associated with project execution.
  • Tracks project performance and maintains comprehensive project documentation. 


  • Collaborate with senior staff to lead the development and implementation of the OTA’s annual Operational Plan.
  • Provide communications support to staff as needed, including writing, proofreading, copy-editing, cross-checking changes, and identifying discrepancies for OTA communications.
  • Contribute to the development and enhancement of policies and procedures.
  • Ensure staff/board certifications remain current (i.e.: First Aid certification, Police checks, Safe Sport certification, etc.)
  • Assist with annual audit by handling and providing pertinent documentation as requested.
  • Other duties as required.



  • Post-secondary degree, diploma, or certificate in a relevant field such as: Nonprofit Management, Sport Management, English/Communications, Project Management, Business Administration, etc.
  • Superior writing skills with the ability to craft compelling grant proposals, reports, and communications materials.
  • Excellent project management skills with attention to detail and ability to manage multiple deadlines and priorities effectively.
  • Grant writing experience, preferably within the nonprofit sector, is a major asset.
  • Experience providing administrative/operational support to senior staff is an asset.
  • Strong interpersonal skills and ability to collaborate effectively with internal/external stakeholders.
  • Analytical mindset with the ability to gather, analyze, and interpret data for reporting purposes.
  • Awareness and ability to handle highly sensitive information with confidentiality and discretion.
  • Advanced skills in Microsoft Office Suite.
  • Experience in the sport/recreation sector is an asset.

How to Apply

Please submit a resume and cover letter to: 

Application Deadline

May 31, 2024

We thank all applicants – only those selected for an interview will be contacted.

The Ontario Tennis Association (OTA) is the provincial sport governing body for tennis in Ontario. It is a non-profit organization, incorporated under the Corporation Act and formally recognized by the Ministry of Tourism, Culture and Sport. It is the largest provincial tennis association in Canada, boasting 260 clubs and approximately 67,000 adult and child tennis players. The OTA’s mission is to encourage participation in and access to tennis as part of a healthy lifestyle, fostering the pursuit of excellence and providing opportunities while promoting diversity and inclusion of all individuals.

Learn more at: