Administrative & Office Coordinator

About the Role

We are seeking a highly organized, service-oriented, and proactive Administrative & Office Coordinator to join our team.

Reporting to the Senior Executive & Governance Assistant, this role is ideal for an administrative professional who enjoys variety, thrives in a collaborative environment, takes pride in delivering exceptional service, and enjoys being at the centre of a busy and engaged office.

As the first point of contact for the Association, you will play an important role in ensuring the smooth day-to-day operation of our office while supporting a broad range of administrative, operational, governance, and program-related activities.

Key ResponsibilitiesMember & Stakeholder Support

• Serve as a primary point of contact by managing incoming phone calls, general email inquiries, and routine requests.
• Provide professional, responsive, and service-oriented support to members, clinics, vendors, and external stakeholders.
• Assist with membership-related inquiries, website navigation, forms, resources, and general information requests.
• Direct complex or specialized inquiries to the appropriate team member.
• Identify opportunities to improve member service resources, templates, FAQs, and administrative processes.

Administrative Coordination

• Prepare, format, and maintain correspondence, forms, reports, spreadsheets, certificates, and other administrative materials.
• Maintain membership records, administrative databases, contact lists, trackers, and filing systems.
• Coordinate incoming and outgoing mail, courier services, and package shipments.
• Provide administrative support across departments and organizational initiatives as required.

Office Operations & Facilities

• Coordinate office supplies, equipment, maintenance, and facility-related requirements.
• Liaise with vendors, building management, and service providers to support day-to-day operations.
• Support workspace readiness, meeting room setup, and overall office presentation.
• Coordinate onboarding and offboarding logistics, including workspace setup and access requirements.

What You BringEducation & Experience

• Certificate or Diploma in Office Administration, Business Administration, or a related field is preferred.
• Minimum three (3) years of administrative or office coordination experience.
• Experience supporting multiple priorities in a fast-paced office environment.
• Experience working with membership databases, CRM systems, or administrative software is considered an asset.
• Experience supporting a professional association, healthcare organization, Board, or governance environment is considered an asset.
• Strong customer service orientation with a professional and approachable demeanor.
• Excellent organizational, communication, and interpersonal skills.
• Strong attention to detail and commitment to producing accurate, high-quality work.

Working Conditions

• This position is based in Edmonton and requires regular in-office attendance four (4) days per week, with Wednesdays designated as a remote work day.
• Occasional evening and weekend work to support meetings and events.

Total Rewards Package

• Hybrid work model supporting flexibility and work-life balance
• Three (3) weeks of vacation upon hire, plus additional paid time off days
• Comprehensive group benefits (100% employer-paid, with the exception of LTD)
• RRSP matching program (available after one year of service) 
• Employee recognition program, including $500 annually to support a charitable donation, wellness initiative, or professional development

Why Join Us?

• Opportunity to make a meaningful impact in a mission-driven organization.
• Collaborative and supportive team environment.
• Exposure to a broad range of organizational functions, projects, and initiatives.
• Opportunities to learn, grow, and develop professionally.
• Competitive compensation of $55,000 - $65,000 annually, aligned with Alberta not-for-profit market benchmarks.

How to Apply

Please submit your resume and a cover letter outlining your experience and interest in the role to Chantal Lowe, Senior Executive and Governance Assistant, clowe@optometrists.ab.ca. Deadline to apply: July 9, 2026. Applications will be reviewed on a confidential basis. Only those selected for further consideration will be contacted.