Administrative Assistant, Governance and Component Society Relations

Fitzii; Toronto; Hybrid; CAD 50,000 - 65,000; Full time

Benefits offered by this job

Comprehensive benefits plan

Vacation days

Health spending account

Job summary

The Ontario Dental Association (ODA) seeks an Administrative Assistant, Governance and Component Society Relations to provide reliable administrative and logistical support to governance, component society relations, and corporate events.

You will ensure meetings, registrations, catering, records, and member updates are accurate and timely, working closely with the Executive Office and event teams to support staff, volunteers, members, Councillors, Board members, and suppliers with

Qualifications

• Post-secondary degree or diploma or relevant experience.
• Strong administrative, organizational, and communication skills.
• Ability to work independently and as part of a team.
• Strong English communication, including grammar and spelling.
• Experience in an association, governance, events, or administrative support is a plus.

Responsibilities

• Support day-to-day administrative work behind meetings, governance activities, volunteer recognition, component society relations, and corporate events.
• Prepare meeting rooms, coordinate catering details, support registration, prepare name badges and event materials, update records, assist with mailings and labels, format routine correspondence.
• Maintain accurate documentation and provide general administrative support to the team.
• Ensure timelines are met and staff, volunteers, members, councillors, board members, and suppliers are supported with professionalism.

Skills

Organization

Attention to detail

Communication skills

Microsoft Office

Problem-solving

Education

Post-secondary degree or diploma

Tools

Microsoft Office

Mail merge

Event registration tools

Databases

Job description

Administrative Assistant, Governance and Component Society Relations

Administrative Assistant, Governance and Component Society Relations

• Flexible location of work, with in-office presence required for meetings and events
• Support the governance, volunteer, and member activities that keep ODA running smoothly
• Organized, service-minded administrative work with purpose

Dentists like to smile too! And nothing makes them happier than the support of their own dedicated professional association.

We're the Ontario Dental Association, and we represent over 90% of dentists in Ontario-advocating on their behalf, shaping policy, and advancing oral health for all. From governance meetings to member programs and volunteer recognition, our work helps dentists stay connected, supported, and represented across the province.

What we're looking for

We're seeking an Administrative Assistant, Governance and Component Society Relations to provide reliable administrative and logistical support to ODA's governance, component society relations, and corporate event activities.

In this role, you'll help make sure meetings, events, records, registrations, catering, and member-related updates are handled accurately and on time. You'll work closely with the Executive Office and Governance and Component Society Relations teams, supporting staff, volunteers, members, Councillors, Board members, and suppliers with professionalism and care.

This role is well suited to someone who is highly organized, detail-oriented, service-minded, and comfortable supporting a variety of recurring administrative processes. If you enjoy making sure the details are right, timelines are met, and people have what they need, this could be your next move.

The skills you'll use most

Organization and follow-through

You'll help keep recurring meetings, event details, registrations, records, supplies, and follow-ups on track. You are comfortable managing several small but important details at the same time and making sure nothing gets missed.

Accuracy and attention to detail

You'll work with names, lists, forms, labels, meal counts, allergy information, records, correspondence, and meeting materials. You understand that accuracy matters, especially when supporting members, volunteers, and governance-related activities.

Service-minded communication

You'll interact with ODA staff, members, volunteers, Councillors, Board members, guests, and suppliers. You bring a respectful, responsive, and professional approach, whether you are answering a question, following up on a form, preparing materials, or helping on site at an event.

Comfort with administrative tools

You'll use Microsoft Office tools, including Outlook, Word, Excel, and PowerPoint, to prepare documents, lists, labels, correspondence, and other routine materials. Experience with mail merge, databases, event registration tools, and web-based forms would be helpful.

Practical problem-solving

You'll follow established processes, ask good questions when something is unclear, and take appropriate initiative to keep work moving. You do not need to have every answer on your own, but you do need to be dependable, curious, and willing to learn ODA's systems and ways of working.

What the work involves

In this role, you'll support the day-to-day administrative work behind ODA meetings, governance activities, volunteer recognition, component society relations, and corporate events.

That may include helping prepare meeting rooms, coordinating catering details, supporting registration, preparing name badges and event materials, updating records, assisting with mailings and labels, formatting routine correspondence, maintaining accurate documentation, and providing general administrative support to the team.

Some of the work happens behind the scenes, but it matters. When a meeting is ready, records are accurate, forms are complete, materials are prepared, and people know where to go and what to expect, this role has done its job well.

What You'll Bring

You bring a post-secondary degree or diploma or relevant experience, along with strong administrative, organizational, and communication skills.

You are comfortable working both independently and as part of a team. You can manage recurring tasks, meet deadlines, and support time-sensitive activities with care and professionalism.

You have strong English communication skills, including grammar and spelling, and you are confident preparing routine correspondence, forms, lists, and materials.

Experience in an association, governance, events, member service, or administrative support environment would be an asset. Experience with event registration tools, web-based forms, databases, mail merge, labels, or correspondence formatting would also be helpful.

Most importantly, you bring reliability, accuracy, good judgment, and a service mindset.

Working at the ODA

This is a new full-time, permanent position for an existing vacancy with a salary range of $50,000-$65,000.

In addition to a competitive salary, we offer a comprehensive benefits plan, along with vacation days, personal days, and a health spending account.

Under our Flexible Location of Work policy, you may be able to work remotely, in-person, or hybrid. Because this role supports meetings, events, deliveries, catering, and on-site logistics, some in-office presence at ODA headquarters at 4 New Street in Toronto will be required based on operational needs. Occasional overtime may also be required to support governance meetings, corporate events, and time-sensitive activities.

ODA is proud to be one of the GTA's Top Employers 2026 - we think that says a lot about the culture and work environment we've built over the last 150+ years. Here, every role helps shape the future of dentistry in Ontario.

We are committed to building an inclusive team and strongly encourage applications from underrepresented groups, including Indigenous peoples, visible minorities, 2SLGBTQI+ individuals, veterans, women, and people with disabilities.