Position Summary

The Ontario Professional Fire Fighters Association (OPFFA) represents 12,500+ professional career firefighters across Ontario. The Association advances the interests, health, and safety of its members through advocacy, education, and engagement.

Reporting to the Membership Engagement & Communications Manager and working closely with the Executive Director and Principal Officers, the Administration & Events Coordinator provides high-level administrative and logistical support for the OPFFA's events, programs, and operations. This role is ideal for a detail-oriented professional who excels in organizing complex information, coordinating logistics, and delivering excellent membership service in a dynamic, team-oriented environment.

This position is fully on-site, there is no opportunity for remote or hybrid work. The office is located at 15 Wellesley Street West, Toronto Ontario.

Duties and Responsibilities

Event and Logistics Coordination (60%)

• Support the planning and delivery of OPFFA's major events, including educational seminars, convention, memorial, and conferences, webinars.
• Coordinate rooming lists, registration, catering orders, travel bookings, and other logistical arrangements.
• Prepare event materials, nametags, signage, and registration packets.
• Update event website.
• Liaise with venues, suppliers, and sponsors regarding logistics and setup.
• Assist with budget tracking, invoices, and expense reconciliation.
• Attend and support on-site event operations as required.

Administration and Program Support (30%)

• Provide general administrative support to the Membership Engagement & Communications Manager and Executive Director, including correspondence, scheduling, and data entry.
• Maintain up-to-date membership records and assist with database management.
• Support communications and marketing initiatives, including distribution of event announcements, newsletters, and social media posts.
• Assist with administrative tasks related to advocacy, including preparing invitation lists and tracking correspondence with MPPs and stakeholders.
• Coordinate materials for the scholarship, awards, and membership benefit programs.

Office Coordination (10%)

• Assist with vendor management, office supply orders, and general operations.
• Respond to member inquiries and provide information about events and programs.
• Maintain organized filing systems and digital records.

Competencies

• Exceptional organizational and administrative skills with strong attention to detail.
• Ability to prioritize and manage multiple projects simultaneously.
• Excellent communication and interpersonal abilities.
• Strong computer proficiency, including Microsoft Office, event registration systems, and basic website or CMS updates. Canva and Survey Monkey an asset.
• Demonstrated initiative, reliability, and problem-solving ability.
• Experience supporting event planning and logistics.
• Experience working in an association, nonprofit, or union environment is an asset.

Education & Experience

• Post-secondary education in Event Planning, Administration, Communications, or related field.
• Minimum 3-5 years of administrative and/or event coordination experience.
• Experience supporting senior staff or committees in a member-based organization is an asset.

Other Requirements

• Satisfactory Criminal Records and Credit Check.
• Valid "G" Class driver's licence and access to a personal vehicle for business use is an asset.
• Availability for occasional evenings, weekends, and travel within Ontario.

Working Conditions and Compensation

• Full-time, 40 hours per week.
• Salary range: $70,000-$80,000, commensurate with experience.
• Based fully in-office at 15 Wellesley Street West, Toronto, Ontario, with no hybrid or remote options.
• Excellent benefits package provided.

The OPFFA values diversity, equity, and inclusion and welcomes applicants from all backgrounds who can contribute their unique perspectives to our workplace. Accessibility accommodation is available for all phases of the recruitment and selection process. To apply, please email your cover letter and resume by November 14, 2025. We thank all applicants for their interest, but only those selected for an interview will be contacted. No phone calls please.