Administrative Coordinator – downtown Toronto, Ontario
Make a difference with Life Sciences Ontario (LSO) www.lifesciencesontario.ca
Who we are and What we do
Life Sciences Ontario is a member-driven organization that represents and promotes the province’s vibrant and diverse life sciences sector. LSO collaborates with governments, academia, industry, and other life science organizations in Ontario and across Canada to promote and encourage commercial success throughout the sector. The organization provides a wide range of networking and educational events. LSO is an effective conduit for delivering policy options to governments and is committed to practicing and promoting the principles and best practices of Inclusion, Diversity, Equity and Accessibility (IDEA).
This is a strong development opportunity for someone who is early in their career and interested in learning how a membership-based, mission-driven organization operates. The successful candidate will work closely with Senior Management and the Manager of Events and Business Operations and will support a wide range of administrative, financial, membership, and event-related activities.
The Role
Reporting to the Manager of Events and Business Operations, the Coordinator will provide administrative and operational support to the CEO, VPs, and the broader LSO team. This role will help ensure that the broader team has the administrative support needed to deliver on LSO’s priorities. In addition, the person will ensure membership records are accurate, invoices and payments are tracked, accounts payable and receivable processes are supported, and event logistics are well organized.
The ideal candidate is organized, reliable, comfortable with detail-oriented work, and eager to build experience in administrative support, operations, membership services, finance administration, and association management.
What you’ll doAdministrative and Team Support
· Provide general administrative support to the CEO and VPs, LSO team including scheduling, document preparation, formatting, filing, and meeting coordination.
· Support internal trackers, calendars, templates, shared files, and organizational systems.
· Perform routine administrative and clerical duties including: help coordinate meetings, take notes with support from AI tools, track action items, and follow up on outstanding tasks for the internal team.
· Assist with preparing reports, presentations, correspondence, and briefing materials.
· Track inventory levels, ordering and managing office supplies and stationery
· Support continuous improvement of administrative processes and internal workflows.
Membership Administration
· Support the administration of LSO’s membership program, including maintaining accurate member records and contact information.
· Assist with membership invoicing, payment tracking, renewals, and follow-up.
· Respond to routine member inquiries or direct them to the appropriate team member.
· Support member onboarding, updates, lists, reports, and communications.
· Help maintain the accuracy and cleanliness of membership data in LSO’s systems.
Finance and Business Operations Support
· Support accounts receivable processes, including tracking invoices, payments, outstanding balances, and follow-up items.
· Support accounts payable processes, including organizing vendor invoices, preparing documentation, and tracking approvals.
· Assist with expense tracking, receipt management, reconciliations, and financial record-keeping.
· Maintain organized files for invoices, contracts, payments, vendors, and other administrative records.
· Work with the Manager of Events and Business Operations/VP Business Operations to support timely and accurate financial administration.
Events Support
· Assist with planning and logistics for LSO events, meetings, webinars, conferences, roundtables, and member activities.
· Support event registration, attendee lists, speaker coordination, vendor communication, materials, name badges, signage, and post-event follow-up.
· Help track event-related invoices, sponsorship commitments, payments, and expenses.
· Provide on-site or virtual event support as needed.
· Assist with event reporting, surveys, and documentation.
CRM, Data, and Systems Support
· Enter, update, and maintain information in LSO’s CRM, finance, event, and collaboration systems.
· Support data quality by identifying missing, outdated, or inconsistent records.
· Generate basic reports, lists, and exports to support membership, events, finance, and team activities.
· Help ensure files, records, and templates are organized and easy for the team to use.
Experience and QualificationsMust-haves
· 1–3 years of experience in administration, operations, events, finance support, membership services, customer service, or a related role.
· Strong attention to detail and accuracy.
· Excellent organizational and time-management skills.
· Strong written and verbal communication skills.
· Comfortable working with spreadsheets, databases, shared files, and digital systems.
· Proficiency with Zoom and Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
· Ability to manage multiple tasks and deadlines in a small, fast-paced team environment.
· Professional judgment, discretion, and a service-oriented mindset.
· Willingness to learn and take on a variety of operational and administrative tasks.
Nice-to-haves
· Experience with membership organizations, associations, nonprofits, events, or professional services.
· Experience supporting invoicing, accounts payable, accounts receivable, or basic financial administration.
· Familiarity with CRM systems such as Member 365, accounting software, or member databases.
· Interest in Ontario’s life sciences, health, innovation, or economic development sectors.
What Success Looks Like
In this role, success means that:
· Membership records, invoices, payments, and follow-ups are accurate and well organized.
· Accounts payable and receivable processes are supported in a timely and reliable way.
· Administrative systems, files, trackers, and templates are kept up to date.
· The Manager of Events and Business Operations and the broader LSO team receive dependable, proactive support.
· The Coordinator grows their understanding of business operations, membership services, finance administration, and event execution.
What We Offer
· Competitive Salary
· Benefits package
- Hybrid work model with a collaborative downtown Toronto office (3 days/week in office)
· Exposure to Ontario’s life sciences sector and membership-based association work.
- A values-driven culture that welcomes new ideas and continuous improvement
Role Details
Title: Administrative Coordinator
Reports to: Manager of Events and Business Operations
Location: Toronto, Ontario
Work model: Hybrid, three days in office, located in Yorkville, working hours ~9 to 5 with occasional evenings and mornings.
Employment type: Full-time
How to Apply
Interested and qualified candidates are invited to submit a resume and covering letter outlining your relevant experience, no later than 11:59pm, June 16, 2026 to [email protected].
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
LSO is committed to building and fostering a workplace that is reflective of our communities, where all members feel included, valued, and heard. We welcome applications from all qualified candidates but acknowledge the systemic and structural barriers that have, historically, marginalized and barred certain groups from accessing employment opportunities. As part of our commitment to removing barriers to employment, we strongly encourage applications from members of these historically marginalized groups including, but not limited to, Indigenous peoples, racialized individuals, members of the LGBTQ+ community, people with disabilities and women. Accommodations are available, upon request, in all aspects of the recruitment process.
· To be considered, we require a cover letter to be included in with your resume
· Work Location: Hybrid remote in Toronto, ON M5R 3N5
Pay: $45,000.00-$55,000.00 per year
Benefits:
- Dental care
- Extended health care
- Paid time off
- Vision care
Ability to commute/relocate:
- Toronto, ON M5R 3N5: reliably commute or plan to relocate before starting work (preferred)
Language:
Work Location: Hybrid remote in Toronto, ON M5R 3N5
