Executive & Administrative Coordinator

HRAI (Heating, Refrigeration and Air Conditioning Institute of Canada); Mississauga; Hybrid; CAD 40,000 - 80,000; Full time

Job summary

Join a mission-driven organization as an Executive & Administrative Coordinator, where you will support the leadership team in a dynamic environment. This role offers the opportunity to manage key administrative tasks, coordinate meetings, and contribute to impactful projects focused on climate-friendly solutions in the HVAC industry. With a hybrid work model, generous vacation, and comprehensive benefits, you will thrive in a supportive atmosphere that values your contributions. If you're an organized powerhouse ready to make a difference, this position is for you!

Benefits

3 weeks of vacation

Comprehensive benefits

Health Care Spending Account (HCSA) top-up

Employer RRSP contributions after 1 year

Flexible work schedule with remote options

Qualifications

• 3-5 years of experience in administrative or coordinator roles.
• Advanced proficiency in Microsoft Office, especially Word and PowerPoint.
• Strong communication and interpersonal skills.

Responsibilities

• Coordinate and schedule Board and staff meetings, ensuring effective documentation.
• Assist in planning and executing the annual business meeting.
• Provide high-level administrative support for the President and Leadership team.

Skills

Administrative Coordination

Customer Support

Event Planning

Microsoft Office

Communication Skills

Time Management

Database Management

Education

Post-secondary degree/diploma in administration or related field

Tools

Microsoft Word

Microsoft PowerPoint

Zoom

Outlook

Job description

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The Heating, Refrigeration and Air Conditioning Institute of Canada (HRAI) is seeking an energetic and detail-obsessed Executive & Administrative Coordinator to join our team. Reporting directly to the President & CEO with a dotted line to the VP of Operations, this is your chance to support a mission-driven organization that champions climate-friendly, efficient heating and cooling systems across the country.

Are you the organized powerhouse who keeps leadership teams on track and Board meetings running like clockwork? Ready to support a dynamic Executive Office at the heart of Canada’s HVAC industry?

Providing administrative, meeting coordination and office operations support for the organization, this role ensures effective scheduling, documentation, and follow-up for internal and external meetings and events, while supporting leadership team logistics, board administration, and general office management.

Duties & Responsibilities:

Boards, Staff & Committee Meetings

• Coordinate and schedule Board, staff and/or committee meetings, including venue bookings and virtual meeting arrangements
• Lead the process for the preparation and distribution of agendas and materials in collaboration with key stakeholders
• Record and manage meeting action items ensuring proper documentation and follow-up.
• Prepare PowerPoint presentations and information packages for board meetings
• Attend all Board and major committee meetings for the purposes of recording minutes &/or capturing action items.

Other Meetings & Events

• Assist in the planning and execution of the HRAI annual business meeting (AGM).
• Coordinate all notifications and document distribution related to the AGM. Plan and organize other ad hoc meetings as required
• Plan and organize other ad hoc meetings as required
• Manage the Leadership quarterly reporting schedule
• Review, update, and archive Terms of Reference for all HRAI related boards, committees, etc., as required.
• Oversight and coordination of the content on the Director’s Resource sub-site and updates
• Assist the President with the orientation process for new BOD members
• Provide high-level calendar and administrative support for the President and Leadership team as required.
• Manage the HRAI voicemail and general email inbox, directing inquiries appropriately.
• Assist the VP of Operations with office maintenance services provided by 3rd party vendors
• Oversee the purchase and maintenance of office and kitchen supplies for staff
• Assist HR with the orientation process for new team members

Qualifications:

Experience:

• 3-5 years previous experience in an administrative or coordinator role
• 3-5 years previous experience in Customer Support role and/or reception
• Previous experience using a database including updating, maintaining and reporting
• Previous experience in supporting or planning events

Core Competencies:

• Professional communication and interpersonal skills to interact effectively with a broad range of internal and external stakeholders, to provide clear and concise information to participants and other parties involved in the delivery of the applicable programs
• High attention to detail for preparing documentation, tracking meeting deliverables, managing databases. and determining and maintaining compliance to specific program policies and requirements
• Strong time management skills and ability to prioritize multiple tasks.
• Advanced proficiency with Microsoft Office skills, especially Word and PowerPoint (some Excel requirements as well)
• Advanced verbal and written English language communication abilities
• Knowledge of Zoom (e.g., scheduling, breakout rooms, hosting) and advanced Outlook features (e.g., calendar sharing, rules, scheduling assistant) is considered an asset.

Soft Skills:

• Collaborative and team-oriented, with a commitment to supporting cross-functional projects and colleagues.
• Service oriented, transparent and focused on delivering high levels of satisfaction for members, staff, and stakeholders.
• Open, honest and results-driven, demonstrating accountability and reliability in day-to-day work.
• Adaptable and Learning oriented with the willingness to embrace organizational change and continuous improvement.
• Strong initiative and problem-solving mindset, with the ability to take ownership and follow through on responsibilities.

Education:

• A post-secondary degree/diploma in administration or in a related field

Who You Are:

• Proactive & Professional: You bring 3–5 years of experience in administrative or customer support roles and thrive in high-paced environments.
• Tech-Savvy & Detail-Focused: Master of MS Office (especially Word & PowerPoint), and comfortable wrangling databases.
• Communications Whiz: You have excellent writing skills and can craft agendas, reports, and email communications with clarity and polish.
• Organizational Maestro: From minute-taking to multi-tasking, you keep calm and carry on—even when juggling 10 things at once.

What We Offer:

• Hybrid Model: Work 4 days in-office near Toronto Pearson Airport, with remote Fridays to recharge.
• Vacation & Benefits: Start with 3 weeks of vacation, comprehensive benefits, summer hour schedule and Health Care Spending Account (HCSA) top-up.
• Retirement Ready: Employer RRSP contributions after 1 year.
• Impactful Work: Be part of a tight-knit, purpose-driven team working on big climate and energy issues that affect every Canadian.

Make a Real Impact

This is not just an admin job! —it is a chance to be part of something bigger. At HRAI, you will be central to supporting our Executive team enabling them to achieve HRAI’s mission and objectives.

How to Apply:

HRAI is proud to be an equal opportunity employer. We are committed to fostering an inclusive and accessible environment for all candidates and employees. We welcome and encourage applications from individuals of all backgrounds, including those from historically marginalized communities.

If you require accommodation during the recruitment process, please let us know when contacted for an interview. We will work with you to meet your needs.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

We look forward to reviewing your application!

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and General Business

• Industries

  Non-profit Organizations

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