Position Title: Association Administrative Coordinator Ontario Long Term Care Association (OLTCA) Employment Type: Full time, one-year contract Location: Remote (Ontario) with travel throughout Ontario as required The OLTCA is seeking a highly organized, proactive Administrative Coordinator to join its collaborative team. This role provides administrative support across the association, helping ensure OLTCA delivers exceptional service to members and advances its mission of strengthening Ontario’s long-term care sector. Reporting to the Executive Manager, CEO & Board Relations, the successful candidate will be comfortable managing multiple priorities, coordinating people and projects, improving processes, and working with a range of internal and external stakeholders.

The Administrative

Coordinator provides administrative and operational support across the organization. Working closely with all departments, the coordinator manages administration activities, meetings, and day-to-day operational processes that enable OLTCA to operate efficiently. The coordinator serves as a trusted organizational resource, ensuring meetings are well organized, information is accurate and accessible, projects remain on track, and administrative processes are delivered with professionalism, accuracy, and attention to detail.

Coordinate

Board and Committee meetings, including scheduling, logistics, agendas, meeting materials, attendance tracking, and follow-up activities.

Maintain

Board and Committee action logs, motion trackers, governance calendars, onboarding materials, and policy acknowledgements. Coordinate member meetings, engagement sessions, webinars, internal planning meetings and external stakeholder meetings. Coordinate OLTCA participation at external conferences, including registrations, travel, accommodations, exhibit logistics, shipping, promotional materials, AV requirements, and event communications.

Maintain contact lists, distribution groups, nomination records, registrations, and project trackers. Support member communications by preparing templates,



coordinating distributions, and organizing supporting materials. Coordinate post-meeting surveys, recordings, attendance reports, presentation materials, and meeting documentation.

Operational & Administrative Support Schedule, coordinate meetings, and monitor calendars to identify scheduling conflicts, confirm meeting details, and ensure agendas, materials, and other meeting preparations are completed in advance. Maintain electronic filing systems, document version control, naming conventions, and shared records. Coordinate office administration, including shipping, office supplies, branded materials, gifts, and general administrative support.

Provide administrative support for HR and finance processes as required. Support project coordination across departments. Assist with cross-functional initiatives by maintaining action items and project documentation.

Technology & Information Management Support user administration for organizational technology platforms, including BoardEffect/Diligent and enterprise AI tools. Although this position is primarily remote, the coordinator is expected to attend and provide onsite support for OLTCA’s two annual conferences, as well as occasional meetings and events throughout Ontario. Some early morning, evening, and weekend work may be required.

Post-secondary education in Business Administration, Public Administration, Office Administration, or a related discipline. Three to five years of progressively responsible administrative or coordination experience.

Experience supporting senior leaders, committees, or Boards. Advanced proficiency with Microsoft 365, including Outlook, Teams, SharePoint, Excel, Word, and PowerPoint.

Experience with CRM or membership management databases. Enjoy keeping people and projects organized. For more than 60 years, OLTCA has advanced the quality of long-term care services in Ontario through advocacy, education, research, and partnership. OLTCA represents approximately 70% of Ontario's long-term care homes across private, not-for-profit, charitable, municipal, hospital, culturally specific, and First Nations providers. #

📌 Agent Administratif (H/F) à temps complet (Ottawa)
🏢 Ontario Long Term Care Association
📍 Ottawa