Administrative Coordinator

Our client is seeking a highly organized, proactive Administrative Coordinator to join its collaborative team on a 12-month contract basis. Reporting to the CEO, the successful candidate will be comfortable managing multiple priorities, coordinating people and projects, improving processes, and working with a range of internal and external stakeholders. They are detail oriented, resourceful, and thrive in a fast-paced environment where no two days are the same.

The Role

The Administrative Coordinator provides administrative and operational support across the organization. Working closely with all departments, the coordinator manages administration activities, meetings, and day-to-day operational processes that enable the association to operate efficiently.

The coordinator serves as a trusted organizational resource, ensuring meetings are well organized, information is accurate and accessible, projects remain on track, and administrative processes are delivered with professionalism, accuracy, and attention to detail.

Key Responsibilities Board & Governance Support

• Coordinate Board and Committee meetings, including scheduling, logistics, agendas, meeting materials, attendance tracking, and follow-up activities.
• Maintain BoardEffect/Diligent governance platform, ensuring governance documents, committee membership lists, agendas, and meeting books remain current.
• Maintain Board and Committee action logs, motion trackers, governance calendars, onboarding materials, and policy acknowledgements.
• Support governance reporting and maintain accurate governance records.

Meeting & Event Coordination

• Coordinate member meetings, engagement sessions, webinars, internal planning meetings and external stakeholder meetings.
• Coordinate the association’s participation at external conferences, including registrations, travel, accommodations, exhibit logistics, shipping, promotional materials, AV requirements, and event communications.
• Provide onsite support before, during, and after conferences and events.
• Maintain contact lists, distribution groups, nomination records, registrations, and project trackers.
• Support member communications by preparing templates, coordinating distributions, and organizing supporting materials.
• Coordinate post-meeting surveys, recordings, attendance reports, presentation materials, and meeting documentation.

Operational & Administrative Support

• Schedule, coordinate meetings, and monitor calendars to identify scheduling conflicts, confirm meeting details, and ensure agendas, materials, and other meeting preparations are completed in advance.
• Maintain electronic filing systems, document version control, naming conventions, and shared records.
• Coordinate office administration, including shipping, office supplies, branded materials, gifts, and general administrative support.
• Maintain organizational calendars, trackers, shared resources, and operational documentation.
• Support onboarding activities for new employees and Board members.
• Provide administrative support for HR and finance processes as required.
• Support project coordination across departments.
• Assist with cross-functional initiatives by maintaining action items and project documentation.

Technology & Information Management

• Maintain organizational systems, shared drives, templates, and workflow documentation.
• Support user administration for organizational technology platforms, including BoardEffect/Diligent and enterprise AI tools.
• Coordinate basic troubleshooting requests with internal staff and external vendors.

In-Person Requirements

Although this position is primarily remote, the coordinator is expected to attend and provide onsite support for the association’s two annual conferences, as well as occasional meetings and events throughout Ontario. Some early morning, evening, and weekend work may be required including virtually (off camera) attending a bi-weekly members meeting Thursdays at 7:30pm.

Required Qualifications

• Post-secondary education in Business Administration, Public Administration, Office Administration, or a related discipline.
• Three to five years of progressively responsible administrative or coordination experience.
• Experience supporting senior leaders, committees, or Boards.
• Exceptional organizational, communication, and time management skills.
• High attention to detail and ability to manage competing priorities.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, SharePoint, Excel, Word, and PowerPoint.

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.