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Chapter and Sector Administrator

2 weeks ago

Milton, Canada Landscape Ontario Full time

About the Role You Will Play

Landscape Ontario’s Chapters and Sector Groups are led by dedicated LO volunteers, who drive member-focused initiatives and foster community across the province. In this role, you’ll be the central support for these dynamic groups — not only ensuring meetings are scheduled and run smoothly, and action items are followed up on, but also serving as the overall project coordinator and trusted advisor for chapter-driven initiatives.

You’ll build strong relationships with volunteer chapter and sector boards, helping them bring ideas to life, stay organized, and align with LO’s overall strategic direction. Whether it’s tracking chapter projects in a shared dashboard, ensuring governance tasks are handled, or liaising with the LO events team, you’re the behind-the-scenes glue that keeps everything on track.

This is an ideal role for someone who thrives on variety, enjoys working with people, and wants to make a tangible difference in a mission-driven, member-led organization. Regular travel across Ontario is required.

Key Responsibilities Chapter & Committee Coordination
- Act as the primary support for LO Chapter and Sector Group boards, fostering strong relationships and helping volunteers feel confident and empowered.
- Maintain a dashboard or tracking system for all chapter and sector initiatives, events, and follow-ups.
- Provide planning and logístical support for board-led initiatives (e.g., educational sessions, networking events)
- Support chapter governance tasks including elections, onboarding new board members, and reporting requirements.

Meeting & Governance Support
- Schedule and coordinate virtual and in-person chapter and sector board meetings across the province, including logistics, materials, and pre-read distribution.
- Prepare agendas in collaboration with board presidents or volunteer leaders.
- Attend all board meetings, taking accurate, action-oriented minutes and following up on action items and deliverables.
- Maintain organized records of meeting notes, decisions, and board contacts.
- Establishing and providing regular update reports to chapters and sector boards on the progress of their events and initiatives, working closely with internal departments and staff (pro-development, events, sponsorship) to gather information and prepare reports.

Volunteer & Member Engagement
- Serve as the administrative and coordination lead for volunteer engagement across the organization.
- Maintain up-to-date volunteer and board lists, supporting onboarding and communication.
- Collaborate with the membership team to develop volunteer recognition and appreciation program.
- Assist with calls for volunteers for initiatives, events, or committees.

Project Coordination
- Support chapter and sector events and initiatives from start to finish, acting as the go-to contact for volunteers and internal departments.
- Liaise with internal departments (e.g., communications, membership, events) to align chapter activities with broader organizational goals.
- Track timelines, budgets, tasks, and risk factors across multiple concurrent projects.

Communication & Collaboration
- Act as a bridge between the provincial office and regional chapters and sector groups, ensuring clear, consistent communication.
- Participate in internal team meetings to share updates from the field and advocate for volunteer needs.
- Identify and promote best practices for volunteer and chapter management.

About You

You are a people-first professional with a passion for supporting volunteer leadership and making sure member-led initiatives succeed. While you’re a technically strong administrator, you also think like a project manager — keeping track of and reporting on many moving pieces, anticipating needs, and helping others succeed.

You’re at your best when supporting a busy team, juggling multiple timelines, and ensuring a polished and professional member experience.

Your Qualifications and Skills
- 2-3 years’ experience in a project coordination, volunteer management, or administrative role — ideally within a nonprofit, membership association, or community-driven organization.
- Proven ability to manage multiple projects and timelines across a diverse group of stakeholders.
- Exceptional minute-taking and meeting coordination skills, with an ability to distill key decisions and follow-ups.
- Highly developed interpersonal skills — confident working with volunteers, vendors, and team members across all levels.
- Familiarity with or willingness to learn association management tools (Salesforce), Google Workspace, and dashboard-style project management tools.
- Understanding of board governance, volunteer engagement, and chapter-style structures is a significant asset.
- Highly detail-oriented.
- Strong communicator, both written and verbal.

**Job Types**: Full-time, Fixed term contract

Pay: $57,000.00-$62,000.00 per year

**Benefits**:

- Casual dress
- On-site parking
- Paid time off

Flexible