Administrative Coordinator

CAF-FCA; Ottawa; Hybrid; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Competitive benefits

Hybrid work arrangement

Job summary

CAF-FCA in Ottawa, Ontario, is seeking an Administrative Coordinator to provide proactive administrative support to the Manager, Membership & Administration, and CEO. The role coordinates calendars, meetings, and records, maintains information, and tracks deadlines to keep organizational priorities moving.

Ideal candidates have 2–4 years’ experience in administration, strong Microsoft 365 skills, and discretion. Proficiency in English, with French as a preferred asset.

Qualifications

• Post-secondary education in administration or related field or equivalent experience.
• 2–4 years of administrative, executive support, or coordination experience.
• Experience supporting senior leaders, Boards or committees is an asset.

Responsibilities

• Provide day-to-day administrative support to the Manager and CEO.
• Coordinate calendars, meetings, travel and follow-up.
• Prepare and proofread meeting materials and documents.
• Track actions and deadlines to support priorities.
• Maintain confidentiality and handle sensitive information.

Skills

Organization

Communication

Discretion

English & French

Education

Post-secondary education in administration or related field

Tools

Microsoft 365

CRM/Database systems

Job description

Ottawa, Canada (mostly remote, with weekly in-office days) | Full-Time | Eligible to work in Canada | Bilingual (English & French)

Position Overview

The Administrative Coordinator provides reliable, proactive administrative and coordination support to the Manager, Membership & Administration, CEO and broader organization.

The role helps keep organizational priorities moving by coordinating meetings and schedules, supporting Board and committee activities, maintaining records and information and tracking actions and deadlines.

This role requires strong organization, sound judgment, discretion, and follow-through. The Coordinator is expected to manage assigned responsibilities independently, anticipate needs, and identify opportunities to improve administrative processes.

Key Responsibilities

Executive & Organizational Support

• Provide day-to-day administrative support to the Manager and CEO.
• Coordinate calendars, meetings, correspondence, travel and routine follow-up.
• Prepare, format, and proofread meeting materials and other documents.
• Track action items, deadlines, and follow-ups to support organizational priorities.
• Maintain confidentiality and handle sensitive information appropriately.

Board & Governance Support

• Coordinate Board and committee meetings, including scheduling, agendas, materials and follow-up.
• Prepare and maintain meeting packages, records, decisions, and action trackers.
• Maintain Board and committee rosters, terms, contact information and related records.
• Support Board and committee onboarding, recruitment, nominations, elections and succession processes.
• Maintain current governance documents and organizational records.

Meetings, Events & Stakeholder Support

• Support preparation for meetings involving the CEO, Manager, members, partners and other stakeholders.
• Maintain contact lists and related information.
• Provide occasional in-person support for CAF-FCA meetings and events.

Records, Systems & Process Improvement

• Maintain organized electronic records, shared calendars, inboxes, contact lists, and tracking systems.
• Support the effective use of Microsoft 365 and other organizational systems.
• Maintain templates, checklists, and administrative procedures.
• Identify practical opportunities to improve administrative processes and systems.

What you Bring

• Post-secondary education in administration, business, nonprofit management, or related field, or equivalent experience.
• 2–4 years of experience in administrative, executive support, or coordination roles.
• Experience supporting senior leaders, Boards or committees is an asset.
• Experience in a nonprofit, association, or member-based organization is an asset.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft 365 and virtual meeting platforms; experience with databases or CRM systems is an asset.
• Demonstrated judgment, discretion, initiative, and attention to detail.
• Strong written and verbal communication skills in English.
• Proficiency in French is preferred and considered an asset.

What Success Looks Like

• Meetings and organizational activities are well prepared and followed through;
• Board decisions, actions and deadlines are accurately documented and tracked;
• Records and information are organized, current, secure and easy to access;
• Administrative processes are well coordinated;
• The Manager and CEO can confidently delegate administrative responsibilities;
• Issues are identified early and appropriately escalated; and
• Administrative systems and processes have become increasingly efficient and effective.

Why Join CAF-FCA

CAF-FCA is a respected national organization committed to strengthening Canada's apprenticeship system. Join a small, collaborative team where your work directly supports workforce development across the country.

CAF-FCA is an equal opportunity employer and encourages applications from women, Indigenous Peoples, persons with disabilities, racialized peoples, newcomers, LGBTQI2+ and other equity groups.

Accommodations are available upon request for the selection process. Please inform us of any needs in advance.

The salary range for this position is $50,000 to $60,000, and a competitive benefits package