Executive & Administrative Coordinator

HRAI (Heating, Refrigeration and Air Conditioning Institute of Canada); Mississauga; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

Join HRAI as an Executive & Administrative Coordinator to support the President & CEO and the VP of Operations. This role involves coordinating meetings, managing office operations, and ensuring effective communication within the organization. Ideal candidates are organized, detail-oriented, and possess strong administrative skills, contributing to HRAI's mission of promoting efficient heating and cooling systems across Canada.

Benefits

Hybrid work model

Vacation and benefits

Employer RRSP contributions

Summer hours

Qualifications

• 3-5 years in an administrative or coordinator role.
• Proficiency with databases, including updating and reporting.
• Experience in supporting or planning events.

Responsibilities

• Coordinate and schedule meetings, including venue bookings.
• Prepare and distribute agendas and materials for meetings.
• Provide high-level calendar and administrative support.

Skills

Effective communication

Organizational skills

Time management

Problem-solving

Education

Post-secondary degree or diploma in administration

Tools

Microsoft Office

Databases

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 role offers an opportunity to support a mission-driven organization that champions climate-friendly, efficient heating and cooling systems across Canada.

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

This role involves providing administrative, meeting coordination, and office operations support to ensure effective scheduling, documentation, and follow-up for meetings and events, along with supporting leadership team logistics, board administration, and general office management.

Duties & Responsibilities :

• Boards, Staff & Committee Meetings
• Coordinate and schedule meetings, including venue bookings and virtual arrangements.
• Lead the preparation and distribution of agendas and materials in collaboration with stakeholders.
• Record and manage meeting action items, ensuring proper documentation and follow-up.
• Prepare PowerPoint presentations and information packages for meetings.
• Attend meetings to record minutes and capture action items.

• Other Meetings & Events
• Assist in planning and executing the annual business meeting (AGM).
• Coordinate notifications and document distribution related to the AGM.
• Organize other ad hoc meetings as needed.
• Manage the quarterly reporting schedule for leadership.
• Review, update, and archive Terms of Reference for boards and committees.
• Oversee content updates on the Director’s Resource sub-site.
• Assist the President with onboarding new Board of Directors members.
• Provide high-level calendar and administrative support for the President and Leadership team.
• Manage the voicemail and general email inbox, directing inquiries appropriately.
• Assist with office maintenance services via third-party vendors.
• Oversee purchase and maintenance of office supplies.
• Support HR with onboarding new staff.

Qualifications & Experience :

• 3-5 years in an administrative or coordinator role.
• Experience in customer support and/or reception.
• Proficiency with databases, including updating and reporting.
• Experience in supporting or planning events.

Core Competencies :

• Effective communication and interpersonal skills.
• High attention to detail and organizational skills.
• Strong time management and prioritization abilities.
• Advanced skills in Microsoft Office, especially Word and PowerPoint; some Excel experience.
• Excellent verbal and written English skills.
• Knowledge of Zoom and advanced Outlook features is a plus.

Soft Skills :

• Collaborative, team-oriented mindset.
• Service-oriented with a focus on stakeholder satisfaction.
• Honest, accountable, and reliable.
• Adaptable and eager to learn.
• Proactive problem-solver with ownership of responsibilities.

Education :

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

Who You Are :

• Proactive and professional with 3-5 years of relevant experience.
• Tech-savvy, detail-oriented, and skilled in MS Office and databases.
• Excellent communicator with strong writing skills.
• An organizational maestro capable of juggling multiple tasks calmly.

What We Offer :

• Hybrid work model near Toronto Pearson Airport with remote Fridays.
• Vacation, benefits, summer hours, and HCSA top-up.
• Employer RRSP contributions after one year.
• Opportunity to work on impactful climate and energy issues.

Make a Real Impact

This is more than an admin job—it's a chance to support our executive team in achieving HRAI’s mission and objectives.

How to Apply :

HRAI is committed to diversity and inclusion. We welcome applications from all backgrounds. If you need accommodations during the recruitment process, please let us know. Only shortlisted candidates will be contacted. We look forward to your application!