Administrative & Office Coordinator
About the Alberta Association of Optometrists
The Alberta Association of Optometrists is Alberta's leading optometric professional organization, representing more than 900 Doctors of Optometry in over 120 communities across the province. AAO members are highly trained regulated health professionals providing primary eye health and vision care to Albertans. For more information, please visit www.optometrists.ab.ca.
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 Responsibilities
Member & Stakeholder Support
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Serve as a primary point of contact by managing incoming phone calls, general email inquiries, and routine requests.
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Provide professional, responsive, and service-oriented support to members, clinics, vendors, and external stakeholders.
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Assist with membership-related inquiries, website navigation, forms, resources, and general information requests.
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Direct complex or specialized inquiries to the appropriate team member.
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Identify opportunities to improve member service resources, templates, FAQs, and administrative processes.
Administrative Coordination
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Prepare, format, and maintain correspondence, forms, reports, spreadsheets, certificates, and other administrative materials.
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Maintain membership records, administrative databases, contact lists, trackers, and filing systems.
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Coordinate incoming and outgoing mail, courier services, and package shipments.
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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 Bring
Education & Experience
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Certificate or Diploma in Office Administration, Business Administration, or a related field is preferred.
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Minimum three (3) years of administrative or office coordination experience.
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Experience supporting multiple priorities in a fast-paced office environment.
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Experience working with membership databases, CRM systems, or administrative software is considered an asset.
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Experience supporting a professional association, healthcare organization, Board, or governance environment is considered an asset.
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Strong customer service orientation with a professional and approachable demeanor.
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Excellent organizational, communication, and interpersonal skills.
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Strong attention to detail and commitment to producing accurate, high-quality work.
Working Conditions
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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.
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Occasional evening and weekend work to support meetings and events.
Total Rewards Package
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Hybrid work model supporting flexibility and work-life balance
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Three (3) weeks of vacation upon hire, plus additional paid time off days
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Comprehensive group benefits (100% employer-paid, with the exception of LTD)
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RRSP matching program (available after one year of service)
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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. Applications will be reviewed on a confidential basis. Only those selected for further consideration will be contacted.