Position Summary The Ontario Professional Fire Fighters Association (OPFFA) represents more than 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, the Administrative & Events Coordinator provides high-level administrative, logistical, and operationalsupport for the OPFFA’s events, programs, and day-to-day activities. This role requires a dependable, collaborative, and detail-oriented professional who demonstrates sound judgment, keeps work visible and well organized, communicates proactively, and supports the priorities of the Manager, Executive Director, and broader team. The successful candidate will be comfortable managing multiple deadlines, following through on details, and contributing to a respectful, service-oriented workplace. 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 and the office hours are 8 am to 4 pm.

Work Style and Expectations Exercise sound judgment, discretion, and professionalism when dealing with members, vendors, staff, elected leaders, and external stakeholders. Keep work visible, organized, and up to date through shared tools, clear documentation, and regular communication with the Manager and Executive Director. Communicate proactively about priorities, progress, timelines, risks, and any issues that may affect deadlines or service delivery. Work collaboratively as part of a small team, including supporting colleagues during peak periods and events. Demonstrate strong follow-through by completing assigned tasks, confirming next steps, and ensuring details are not missed. Be receptive to direction, feedback, and changing priorities in a fast-paced association environment. Maintain a high level of accuracy in written materials, registration records, spreadsheets, invoices, event details, and member communications. Support the Manager and Executive Director by anticipating needs, preparing information in advance, and escalating issues appropriately. Bring a positive, solutions-focused approach to day-to-day work and event-related problem solving.

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. Support leadership and finance during events with problem solving, trouble shooting, and responsible for packing, setup, and take down. Report weekly to Manager and Executive Director to review priorities, collaborate, address issues, and meet deadlines. Occasional physical tasks, such as setting up and taking down event materials, may be required.

Administrative and Program Support (30%) Provide general administrative support to the Membership Engagement and 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. Oversee a membership program which includes tracking in Excel, Canada Post shipments, and communications with vendor and members.

Office Coordination (10%) Assist with vendor management, office supply orders, and general day-to-day operations. Respond to member inquiries and provide information about events and programs. Maintain organized filing systems and digital records.

Competencies Sound judgment, discretion, and professionalism in handling confidential, sensitive, or time-sensitive matters. Strong attention to detail and accuracy in administrative work, written communication, data entry, registration tracking, and event logistics. Excellent organizational skills, with the ability to manage multiple tasks, deadlines, and competing priorities. Proactive communication skills, including the ability to provide timely updates, ask clarifying questions, and flag issues early. Demonstrated ability to keep work visible and organized using shared systems, calendars, spreadsheets, checklists, and project tracking tools. Collaborative and team-oriented approach, with a willingness to support colleagues, leadership, and members as needed. Reliability, follow-through, and accountability for assigned tasks from start to finish. Ability to take direction, receive feedback, and adapt to changing priorities. Strong member service orientation and professional interpersonal skills. Proficiency with Microsoft Office, particularly Outlook, Word, and Excel; experience with event registration platforms, Microsoft Forms, Canva, Adobe, SurveyMonkey, or basic website updates is an asset. Experience supporting leadership, events, programs, or committees in an association, nonprofit, union, or member-based environment is an asset.

Education & Experience Post-secondary education in Event Planning, Administration, Communications, or related field. Minimum 3-5 years of administrative and 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. Availability for occasional evenings, weekends, and travel within Ontario. Position is fully on-site, no remote or hybrid work is possible.

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.

To Apply: Please email your resume and cover letter to admin@ontariofirefighters.org with the subject line “Admin & Events Coordinator Application” no later than July 23, 2026. In your cover letter, please briefly outline your relevant administrative and event coordination experience, your experience working with shared office tools or event systems, and your availability to work fully on-site at the OPFFA office in Toronto.

The OPFFA values diversity and inclusion and encourages applications from individuals whose skills, experiences, and perspectives will contribute to an inclusive workplace. Accessibility accommodation is available throughout the recruitment and selection process. We thank all applicants for their interest; however, only those selected for an interview will be contacted. No phone calls, please.