Executive Office Coordinator

The ODA has an immediate need for a:

Executive Office Coordinator

To provide overall administrative support to Executive Office of the Ontario Dental Association (ODA) and in particular its Honours and Awards Program, including committee support and governance support to verify credentials of delegates attending the ODA’s General Council meeting of Ontario wide chapter representative dentists held twice per year.


Administer the Honours & Awards Program which recognizes the contributions of its member dentists to the ODA, the dental profession and their communities.

  • Generate reports and create lists to monitor who is due to receive an award for Term of Service (e.g. Board Members, Committee Chairs) and review accuracy for years of membership for Anniversary Awards
  • Prepare notification letters and certificates for  award recipients
  • Prepare award packages for events and liaise with the regional chapter staff to meet award presentation deadlines
  • Assist with the communication, planning  and event registration of the ODA’s annual award reception
  • Update the ODA member database with term based awards granted
  • Assist in developing the Honours & Awards Program budget annually

Provide support to the Honours & Awards Committee, member dentists who oversee the program:

  • Coordinate the call for Peer Award nominations to members at large in collaboration with regional chapter and Communications department staff
  • Receive nominations and fact check content to prepare for Committee review
  • Prepare and post meeting materials to SharePoint
  • Set up and attend meetings (in person, telephone or video conferencing)
  • Prepare minutes and track action sheet items for meetings
  • Prepare recommendation form for Board approval of awards
  • Update ODA member database with Peer nominated awards granted
  • Coordinate the publication of award recipients with Communication and Public Affairs department staff

Support the credential process for the ODA’s General Council meeting in the fall and spring:

  • Administer the call for credentials to invite delegates from regional chapters and official guests to attend meeting
  • Verify eligibility and tenure of delegates and invitees of special interest group
  • Create the official attendance list for Executive Office staff distribution of meeting materials and track attendance at the meeting
  • Create the lists and track attendance of those due to be recognized for an award
  • Update ODA member database with terms of service for credentialed delegates and invitees
  • Coordinate the attendee logistics by working with Events department staff
  • Attend and assist in the registration of attendees at the ODA General Council meetings
  • Update and maintain the General Council protocols manual

Backup to the Records Centre:

  • Assist the Records Management Coordinator with
    • Fulfilling archive research requests
    • Sorting, classifying, coding and filing materials in the Archives/Records Centre
    • Maintain records and archival databases

Work closely with teams inside the department, across the organization, and with external groups as appropriate.

Other duties as assigned.



Post-Secondary School Graduate with a minimum of five (5) years of administrative experience.

Required experience and skills:


  • Proven experience in database management including design, query and data entry
  • Proven experience in committee support (minute taking)
  • Proven experience in event registration logistics
  • Research and/or fact checking experience
  • Experience working in Not-for-Profit or health care sector


  • Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Access, Outlook), and SharePoint
  • Excellent database management skills
  • Excellent minute/note taking, transcribing and writing skills
  • Excellent communication skills – oral and written
  • Excellent interpersonal skills – comfortable in social events
  • Excellent organizational and research skills

Please submit your cover letter and resume with salary expectations to:

Human Resources

Email: recruit@oda.ca

The ODA is committed to fair and accessible employment practices, including providing reasonable accommodation to applicants with disabilities.  If you require an accommodation due to disability during any aspect of the recruitment and selection process please submit your request to hr@oda.ca

Posting Date: March 6, 2019                                         Closing Date for applications: March 22, 2019

We thank all applicants for their interest. Only those candidates selected for an interview will be contacted.