Reporting to the executive director, the office administrator plays  a key role in supporting the efficient operations of the Corporate Services department. This position is responsible for providing a welcoming front-office experience, facilitating communication between guests and staff and performing a variety of administrative duties such as managing mail, coordinating meetings and travel arrangements and maintaining office appearance. The role also includes supporting membership activities and assisting with tasks to ensure smooth departmental functioning.  

Staff who interact directly with Members are expected to apply principles of anti-oppression and human rights and the acknowledgment of identity during all interactions with Members in the context of their specific roles. 

Reason for Posting: This position is to fill an upcoming vacancy. 

Key Responsibilities

• Provide a professional and welcoming reception experience by greeting visitors, answering telephone calls and directing guests to the appropriate staff or meeting locations. 
• Coordinate meeting room bookings and meeting logistics, including catering arrangements and basic onsite technology support.   
• Maintain a welcoming, organized and professional reception area, including seasonal displays and décor that reflect organizational practices and days of significance.   
• Provide courteous assistance to visitors, staff and meeting participants to support a positive and efficient office environment.  

• Coordinate incoming and outgoing mail, courier services and shared departmental email inboxes, ensuring timely distribution and response to enquiries.   
• Support office administration by coordinating travel arrangements, conference registrations, hotel accommodations and other administrative activities as required.   
• Maintain corporate records and resources, including supplier information, promotional merchandise inventory, corporate credit card reconciliation, meeting minutes and website content updates.   
• Liaise with external vendors and service providers, including courier companies, building management, travel agencies and other suppliers, to support day-to-day operations.   
• Provide administrative support for governance activities, including responding to enquiries from General Assembly Representatives, the Board of Directors and Members as part of a shared departmental responsibility.   
• Provide backup support for corporate systems and administrative functions, including website updates, telephone system testing and building management coordination.  

 Membership Services Support   

• Provide updated terms and conditions representatives names to the protective services coordinator as received.  
• Assist in organizing and assembling promotional materials including welcome packages, brochures, benefits guide as well as other bulk departmental requirements.  
• Respond to straightforward inquiries, such as providing OPC numbers.   
• Support database maintenance by entering non-confidential Member details from updated membership lists provided by local districts.  
• Assist with preparing handouts, material or binders for workshops and district presentations.  
• Coordinate the preparation and monitoring of couriered packages upon request.  

Office Facilities and Operations  

• Coordinate the day-to-day operation and upkeep of office facilities, including kitchens, meeting rooms, common areas, office equipment and general workspaces to maintain a clean, organized and welcoming environment.   
• Monitor and replenish office, kitchen and meeting room supplies, coordinating orders and maintaining appropriate inventory levels to support daily operations.   
• Oversee the maintenance and functionality of office equipment, including copiers, postage equipment and coffee machines, coordinating servicing and repairs as required.   
• Support the overall appearance and functionality of the office by ensuring meeting spaces are prepared for use, plants are maintained and shared areas remain well stocked and presentable.  

Corporate and Governance Event Support  

• Support the coordinator, Corporate Services and the coordinator, Governance in organizing corporate or governance meetings. This may include arranging for meals and planning social events, booking hotel rooms, gifts for guest speakers, ordering and distributing OPC golf shirts for new members of the governance table.  
• Provide general support for meetings including photocopying, scanning, creating name badges and tent cards, booking travel, gift wrapping and other tasks to support the meetings.  
• Attend general assembly meetings to provide general support as required.  
• Prepare Trending Topics and Regional Session summaries as needed.   
• Approve expense claim forms and other related expenses for meetings of the governance table (Board of Directors and General Assembly), and other meetings as directed by the executive director.  

Other Duties  

Qualifications

• High school diploma required  
• Minimum of three years' experience in customer service in a corporate setting, with an emphasis on handling confidential and sensitive information  
• Knowledge of de-escalation techniques is considered an asset  
• Minimum of three years' experience performing support duties, such as problem solving under pressure, making travel arrangements and exercising patience and empathy in emotional situations  
• Excellent communication skills, including the confidence to engage with a range of needs and personalities, ensuring that staff, guests and third parties feel welcomed and supported  
• Willingness to learn and commitment to continuous improvement through formal and informal learning including peer to peer or Member feedback  
• Proficiency in Microsoft Office 365 programs  

Working Conditions

• Salary range: $50,785-$62,071 
• In-person work 
• Occasional work outside regular office hours may be required 
• Other terms as outlined in the OPC’s polices and employment contract