Description

ABOUT THE ROLE

We are seeking a proactive and highly organized Operations & Administrative Coordinator to support day-to-day operations across our not-for-profit association and its affiliated charitable entity. This role is ideal for someone who thrives in a fast-paced environment, takes ownership of responsibilities, solves problems independently, and keeps projects and priorities moving forward without requiring constant direction.

 

The successful candidate will support meetings, projects, communications, databases, operational processes, and cross-functional initiatives while managing multiple competing priorities with professionalism, urgency, and attention to detail. Strong follow-up skills, responsiveness, and the ability to adapt quickly are essential for success in this role. This position is best suited for someone who enjoys variety and accountability and is comfortable operating in an environment where priorities can shift quickly.

KEY RESPONSIBILITIES 

  • Provide day-to-day operational and administrative support across multiple areas of the organization and affiliated charitable entity
  • Coordinate and manage multiple projects, priorities, timelines, and competing deadlines in a fast-paced environment
  • Support cross-functional teams and adapt quickly to evolving organizational needs and priorities
  • Coordinate meetings, prepare agendas, take accurate meeting minutes, and distribute follow-up notes and action items in a timely manner
  • Maintain and update databases, records, and administrative systems with a high level of accuracy and attention to detail
  • Prepare reports, presentations, correspondence, and other organizational materials as required
  • Monitor, improve, and help streamline administrative processes and workflows
  • Respond to internal and external inquiries professionally, efficiently, and independently
  • Handle confidential and sensitive information with discretion and professionalism
  • Proactively identify operational gaps, inefficiencies, risks, or outstanding items and recommend practical solutions
  • Take ownership of assigned projects and administrative tasks to ensure timely completion and follow-through
  • Drive accountability by tracking deliverables, following up on action items, and helping keep projects and meetings moving forward
  • Communicate updates, priorities, risks, and outstanding items proactively rather than waiting for direction or follow-up
  • Support organizational initiatives and contribute to a collaborative, high-performing team environment

SUCCESS IN THIS ROLE LOOKS LIKE

  • Anticipating needs and addressing issues before they become problems
  • Keeping projects, meetings, and follow-ups moving forward proactively
  • Managing multiple competing priorities with urgency and professionalism
  • Communicating clearly and consistently with internal and external stakeholders
  • Bringing solutions and recommendations forward rather than waiting for instruction
  • Thriving in a dynamic environment where priorities can shift quickly

 

Qualifications & Experience

  • 3+ years of administrative, coordination, or operational support experience preferred
  • Proven ability to work independently, take initiative, and manage responsibilities with minimal supervision
  • Strong critical thinking, problem-solving, and decision-making skills
  • Demonstrated ability to manage multiple competing priorities, deadlines, and projects in a fast-paced environment
  • Exceptional organizational skills with strong attention to detail, accuracy, and follow-through
  • Experience coordinating meetings, preparing agendas, and taking accurate meeting minutes and action items
  • Advanced experience using SharePoint, including document management, permissions, file organization, and maintaining team sites
  • Experience working with databases, CRM systems, record management systems, or administrative platforms
  • Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
  • Strong written and verbal communication skills with the ability to communicate professionally across all levels of the organization
  • Strong responsiveness and follow-up skills with the ability to proactively identify and address outstanding items
  • Ability to adapt quickly, remain organized under pressure, and manage shifting priorities effectively
  • Experience supporting charitable organizations, including donation processing and tax receipts, is considered an asset

Preferred Qualifications

  • Experience working in a not-for-profit, charitable, professional association, member-based, or governance-focused environment is considered an asset
  • Experience supporting governance processes and ensuring compliance with the Ontario Not-for-Profit Corporations Act (ONCA), including board and committee administration, record keeping, meeting documentation, and corporate governance requirements
  • Experience working with database reporting, CRM platforms, document management systems, or administrative technologies
  • Postsecondary education in administration, business, operations, communications, or a related field is considered an asset

 

What We Offer

  • Collaborative and professional work environment
  • Meaningful and impactful work
  • Health & Dental benefits
  • RRSP Matching
  • Three Weeks Vacation
  • Hybrid Work Environment

Qualified candidates are invited to submit their resume and cover letter through or via email at may2026resumes@gmail.com. In your cover letter, please provide an example of a time you identified a problem or opportunity and took initiative to improve it without being asked.

We thank all applicants; however, only those under consideration will be contacted.

  • We are committed to fair and equitable recruiting practices. Persons with disabilities are encouraged to come forward at any stage of the recruitment process to request accommodations if needed. We will consult with you and create processes that provide individuals with disabilities the best possible recruitment experience.