Chapter & Sector Administrator

You are an organized and proactive professional who thrives in dynamic, volunteer-driven environments. Your natural ability to build positive relationships makes you a trusted point of contact and a collaborative partner in everything you do. You excel at managing multiple priorities, coordinating details, and ensuring no task slips through the cracks. With a knack for clear communication and a positive, can-do attitude, you enjoy supporting others and contributing to shared success.

You take pride in your attention to detail, whether it’s capturing accurate meeting minutes or following up on action items to ensure everyone stays on track. You’re comfortable working both independently and as part of a team, and you know how to navigate the nuances of working with boards, volunteers, and colleagues from diverse backgrounds.

Landscape Ontario’s Chapters and Sector Groups are led by dedicated LO volunteers, who plan and drive member-focused initiatives throughout the year across the province. You will play a vital role in supporting their effective functioning and engagement through administrative excellence, with a primary focus on ensuring their volunteer boards are well-supported and operate smoothly. This involves expert coordination of meetings, meticulous minute-taking, diligent follow-up on action items, and fostering a positive, collaborative environment between chapter boards, sector groups, members, and the provincial office. Regular travel across the province is required. 

• Meeting Coordination:
• Schedule and organize chapter board meetings (virtual and in-person, as required), including sending out invitations, agendas, and relevant pre-reading materials.
• Coordinate logistics for meetings, such as venue booking (if applicable), A/V setup, and catering. 
• Coordinate AGM’s for all chapters
• Prepare and distribute meeting packages in a timely manner.

• Minute Taking & Record Keeping:
• Attend chapter board meetings and accurately record comprehensive minutes, capturing key discussions, decisions, and action items.
• Prepare and distribute draft minutes for review and approval.
• Maintain organized and accessible records of all chapter meetings, minutes, and related documentation.

• Action Item Follow-Up:
• Track all action items arising from meetings.
• Proactively follow up with responsible individuals to ensure timely completion of tasks.
• Provide regular updates to chapter boards on the status of action items.

• Communication & Relationship Building:
• Serve as a key point of contact for chapter board members, providing administrative and organizational support.
• Facilitate clear and consistent communication between chapters, their boards, and the Landscape Ontario provincial office.
• Foster a positive, professional, and collaborative working relationship with all chapter volunteers and stakeholders.
• Assist with the dissemination of information from the provincial office to the chapters.

• Chapter Support & Administration:
• Assist with the planning and execution of chapter events and initiatives, as needed.
• Support chapter governance processes, including elections and onboarding of new board members.
• Maintain up-to-date contact lists for chapter board members.
• Provide general administrative support to chapters as required.

• Collaboration & Best Practices:
• Work collaboratively with other Landscape Ontario staff to ensure alignment and support for chapter activities.
• Identify and share best practices for chapter organization and management.
• Contribute to a culture of continuous improvement within chapter operations.

• Volunteer management & recognition:
• Develop calls for volunteers for LO committees, events or other initiatives.
• Support volunteer onboarding.
• Maintain all volunteer lists – e.g., committees, boards, event volunteers.
• Lead volunteer recognition efforts, in close collaboration with membership manager and leadership.

• Proven experience in an administrative or volunteer coordination role, preferably within an association or not for profit environment.
• Exceptional organizational and time-management skills with a keen attention to detail.
• Excellent minute-taking abilities, with a focus on accuracy and clarity.
• Strong written and verbal communication skills.
• Proficient with Google Workspace (Docs, Sheets, Slides, Gmail) and virtual meeting platforms (e.g., Google Meet, Zoom).
• Experience with association management or CRM (Salesforce) systems..
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Strong interpersonal skills with a demonstrated ability to build positive working relationships with diverse groups of people, particularly volunteers.
• Proactive and solutions-oriented approach to problem-solving.
• Understanding of board governance principles is an asset.
• A positive, collaborative, and professional demeanour.
• Post-secondary education in business administration, communications, or a related field.
• Knowledge of the landscape horticulture industry is an asset but not required.

• Competitive salary and benefits package [$57,000 - $62,000].
• Health care spending account.
• Three weeks vacation.
• Access to discounted cell phone plan.
• Hybrid work environment with 2 days per week in office.
• The opportunity to contribute to a vibrant and growing industry.
• A supportive and collaborative work environment.
• Professional development opportunities.
• The greatest team anyone could ask for.

Landscape Ontario Horticultural Trades Association (LO) is a dynamic organization dedicated to advancing the landscape horticulture trades in Ontario. We represent over 3,000 member companies, including landscape designers, contractors, growers, independent garden centres, suppliers, and lawn care operators. Our mission is to foster a thriving, professional, and environmentally sustainable industry. Our local chapters are integral to our success, providing regional support, networking, and educational opportunities for our members.

Landscape Ontario is a not for profit, volunteer-driven trade association. Dedicated to the advancement of the landscape horticulture profession. We strive to ensure that we are a collaborative and inclusive organization where people of all genders, races, religions, nationalities, cultures, sexual orientations, languages, and abilities are welcomed and can feel comfortable, respected, and valued. We look forward to reviewing your credentials and getting to know more about you!