Membership Programs & Services Specialist

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Position Summary

The Ontario Professional Fire Fighters Association (OPFFA) is the representative voice for more than 12,000 professional career firefighters in Ontario. 

Reporting to the OPFFA’s Executive Director, the Membership Programs & Services Specialist contributes to the OPFFA’s success by supporting the OPFFA’s member value-added programs and services.  You will often be the first voice or face that our members interact with.  As a strong people person with outstanding client service skills, you help our members feel welcome and supported, and find solutions to the issues they face.

With an emphasis on member service, the Membership Programs and Services Specialist will be the lead staff member responsible for the coordination, and execution of the OPFFA’s services, programs, events, and activities.  You are a natural organizer and can juggle many priorities while being extremely organized.

You can work effectively both independently and within a team, ensuring good lines of communication across multiple complex strands of work.  You can adapt to a fast-paced environment and must possess the ability to prioritize and multi-task in a rapidly evolving environment with a can-do attitude.

Duties & Responsibilities

In this role, you will work closely with the Executive Director and Principal Officers.

Member Service & Database Management (10%)

  • The primary contact for members for all programs and services; this individual will build and maintain professional relationships with members by responding to inquiries, and requests, investigating and resolving issues and concerns, and providing information and ongoing education to members about member benefits, and OPFFA’s programs and services.
  • Support the quality of our database, is pro-active with respect to ensuring contacts and information are up to date.  Perform password resets, and maintain the OPFFA directory and database.

Event Coordination (70%)

The OPFFA hosts five events each year including:

  • Spring Labour Education Seminar,
  • Annual Convention,
  • Ontario Fallen Fire Fighters Memorial,
  • Fall Health & Safety Labour Education Seminar, and
  • Legislative Conference.

The successful candidate will work closely with OPFFA’s committee chairs and leadership to analyze their event needs and work to deliver high quality and relevant educational, networking, and social events for the membership.  Specifically, the incumbent will:

  • act as the first point of contact for events and activities to internal and external partners
  • determine logistical details and activities for events and/or programming
  • oversee all event logistics including budgets, catering, room bookings and audiovisual needs
  • monitor and reconcile event costs and verify the accuracy of all expenses incurred
  • ensure administration and logistics are completed in an efficient and professional manner
  • be responsible for preparing detailed event plans and materials
  • be responsible for the curation and sharing of communications updates
  • maintain information on digital platforms
  • attend events to monitor arrangements and ensure the smooth functioning of all activities
  • liaise with vendors to resolve minor complaints and address issues
  • resolve issues that may occur during events and escalate problems as required
  • develop and grow OPFFA’s sponsor network and provide ongoing engagement
  • conduct post-event evaluation, analysis and recommendations for improvement

Program Administration (20%)

Working closely with the Executive Director, the incumbent will provide administration support for the:

  • information management program (surveys)
  • member benefit programs
  • awards program
  • scholarship & bursary program

Competencies

  • Detail oriented, problem solver, resourceful, innovative, flexible & accessible.
  • Demonstrated ability to work collaboratively, build consensus and be sensitive to the needs and interests of a variety of stakeholders.
  • Strong project management skills in a dynamic and fast-paced environment; ability to prioritize tasks, meet deadlines, and coordinate multiple projects simultaneously. 
  • Demonstrated ability to make decisions under the pressure of tight deadlines.
  • Superior knowledge of, and demonstrated leadership in, the planning and development of conferences and events, with strong technical skills and experience with virtual platforms.
  • Superior interpersonal and communication skills – both oral and written.
  • Tact and diplomacy when interacting with senior-level professionals and working with directors and/or committees.
  • Experience working as part of a small team and supporting senior manager/elected leaders.
  • Proficiency in database management and registration systems, coupled with an understanding of the importance of maintenance.
  • Proficiency in working with MS Office, content management systems, survey, and email communication platforms (e.g. Mail Chimp, Survey Monkey).
  • Exceptional level of initiative and reliability.
  • The ability to maintain confidentiality as required, sound judgment and tact.
  • Experience working in a union and/or professional association environment is an asset.
  • The incumbent must be available to work weeknight/weekend hours and be available to travel in Ontario as needed for scheduled events.

Education & Experience

The above is normally acquired through the completion of a:

  • Post-secondary education in Event Planning, Marketing or Communications, or an acceptable equivalent.
  • 5-7 years of relevant experience with responsibilities for program communication development activities, event planning, marketing, and promotion.

Other Requirements

  • Satisfactory Criminal Records and Credit Check
  • Have a valid “G” Class drivers license or equivalent and access to a personal vehicle for business use.

Working Conditions

  • Assigned to and works out of the head office at 15 Wellesley Street West, Toronto, Ontario.
  • Monday to Friday with the occasional flexible hours/days of work to accommodate various meetings and events, which may occur after hours and on weekends.

The Membership Programs & Services Specialist is a permanent full-time position working 40 hours per week.  The OPFFA offers an excellent benefits package.

The OPFFA values diversity and inclusion and encourages individuals to apply who can bring the value of their experiences to support diversity and inclusion in the workplace.  Accessibility accommodation is available for all phases of the recruitment and selection process.  We thank all applicants for their interest but only those selected for an interview will be contacted.  No phone calls please.