Administrative Coordinator

**Job Summary** **ADMINISTRATIVE COORDINATOR -Join us at the Ontario Association of Optometrists**

**About the Ontario Association of Optometrists (OAO)**
The Ontario Association of Optometrists (OAO) is the leading professional organization representing over 2,000 optometrists in Ontario for over 100 years. We are dedicated to helping our members provide the highest standard of eye health and vision care for Ontarians while driving the profession of optometry forward at the government, regulatory, and public levels. We work to increase awareness and understanding of the role that optometrists play in ensuring the health of patients.

OAO is the designated representative for optometry and meets with the provincial government on its members’ behalf concerning OHIP coverage, optometric billing codes and procedures, and other services. OAO monitors provincial legislation and works to ensure that the government considers the needs and concerns of optometrists and the communities they serve.

The association offers a wide range of benefits and services to our members, including:

- Public and Member Advertising and Communication and Marketing Programs
- Preferred Partner Benefits and Services, offering exclusive member discounts
- Professional Development and Continuing Education both virtually and in-person
- Designated Independent OD Consultant and Mentorship Program
- A full suite of Insurance benefits: Professional Liability Insurance (PLI), Practice, Cyber, Group: Home, Auto, Health, Dental, Life, Travel and Disability Insurances

**Vision**: Valued as Ontario’s trusted primary eye care provider. Autonomous. United. Respected.
**Mission**: The essential resource for optometrists to thrive in their profession. Advocates for optometrists to deliver the best possible eye care.

**Position Overview**
The Administrative Coordinator will play a crucial role in supporting the CEO and ensuring the smooth operation of the executive office. This position requires a highly organized, detail-oriented, and proactive individual who can manage multiple tasks and priorities with ease. They will act as a key liaison between the CEO and internal and external stakeholders, providing high-level administrative support and contributing to the overall efficiency of the organization.

**Key Responsibilities**
- **Administrative Support**:

- Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and organize meeting materials, agendas, and minutes.
- Maintain confidential files and records.
- **Communication**:

- Serve as the primary point of contact for internal and external stakeholders.
- Draft and edit correspondence, reports, and presentations.
- Coordinate communication between the CEO and the Board of Directors, staff, and external partners.
- **Project Coordination and Management**:

- Assist in the planning and execution of special projects and initiatives.
- Track progress and ensure timely completion of tasks and deliverables.
- Conduct research and gather information to support decision-making processes.
- **Event Coordination**:

- Organize and coordinate events, meetings, and Board activities.
- Manage logistics, including venue selection, catering, and technology setup.
- Prepare event materials and ensure smooth execution.
- **Office Management**:

- Oversee the day-to-day operations of the executive office.
- Manage office supplies and equipment.
- Ensure a professional and welcoming environment for visitors.

**Qualifications**
- Bachelor’s degree in Business Administration, Communications, or a related field.
- Minimum of 5 years of experience as an Administrative Coordinator or in a similar administrative role.
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle sensitive and confidential information with discretion.
- Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
- Proactive and able to work independently with mínimal supervision.

**Benefits**:

- Company events
- Dental care
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday

Application question(s):

- Are you able to work in person three days a week?
- Please confirm your salary range expectations.

**Education**:

- Bachelor's Degree (required)

**Experience**:

- Office: 3 years (required)
- Administrative experience: 4 years (required)

**Location**:

- Toronto, ON M5H 4E3 (preferred)

Work Location: Hybrid remote in Toronto, ON M5H 4E3