Provincial Administrative Coordinator

Position: Provincial Administrative Coordinator

Organization: Non-Profit Youth Organization

Reports To: President

Works Closely With: Board of Directors and 53 Branches

Employment Type: Full-time

Location: (Remote with acceptable candidate)

Description:

The Navy League of Canada is a nationally recognized non‑profit organization committed to developing the next generation of leaders through high‑quality youth programming. Our Sea Cadet and Navy League Cadet programs provide leadership development, education, and meaningful community engagement opportunities with a maritime focus for youth ages 9–12 and 12–18.

Across Ontario, our network of 53 community‑based Branches operates in partnership with dedicated volunteers, staff, and local stakeholders to deliver consistent, high standard support to our Cadet Corps throughout the province. Our work strengthens communities, enhances youth outcomes, and upholds a long‑standing tradition of excellence in youth development.

Joining our organization means contributing to a respected, purpose‑driven team that plays a direct role in shaping confident, capable, and community‑minded young Canadians.

Position Summary:

The Ontario Division Administrative Coordinator plays a dynamic, wide‑ranging role at the heart of an organization that spans the entire province. This position manages day‑to‑day administrative operations to keep the Division running smoothly and serves as a central point of contact connecting volunteers, internal stakeholders, partners, and external organizations. Responsibilities include everything from coordinating schedules and communications to maintaining office records, systems, and procedures.

By supporting multiple community‑level Cadet Corps and volunteer groups, the Administrative Coordinator helps create an organized, efficient environment where others can focus on their specialized responsibilities. Their work directly contributes to the overall productivity and success of the Division.

We are seeking a self‑driven, highly organized individual to take on this pivotal role. The position provides high‑level administrative support to the Division President, coordinates activities and governance support for the Provincial Board of Directors, and works closely with the Division office, 53 Branches, and the National office of the Navy League of Canada. The ideal candidate is proactive, detail‑oriented, and thrives in a fast‑paced, collaborative nonprofit environment.

Essential Duties:

Executive & Board Support

Responsible for the overall operations of the Division office, including:

• Providing administrative support to the Division President, including calendar management, correspondence, meeting preparation, and follow‑up
• Coordinating Board of Directors meetings, including scheduling, agenda development, distribution of materials, minute‑taking, and record‑keeping
• Maintaining official records, policies, bylaws, and governance documents
• Advising the First Vice President and Area Representatives on matters related to Branches
• Compiling and filing annual reports and required returns with federal and provincial authorities
• Attending Division meetings and serving as Secretary
• Supporting the development and implementation of policies and procedures
• Assisting with the planning and execution of the Annual General Meeting

Branch Coordination & Communication

• Serve as the primary administrative contact for 53 Branches, ensuring timely and clear communication.
• Support Branches with administrative and financial processes, including documentation, reporting, and compliance requirements.
• Assist in coordinating national initiatives, events, and deadlines involving multiple Branches.
• Act as the central point of contact for inquiries from Branches, volunteers, and partners.
• Develop and produce communication tools, resources, and materials to support Branch operations.
• Coordinate and support training and professional development opportunities for volunteers as required.

Administrative and Financial Operations

• Manage general office administration, including filing systems, databases, and document management.
• Prepare reports, presentations, and correspondence as required.
• Collaborate with the Division Treasurer, Auditor, and Bookkeeper to support financial accounting, budget tracking, annual reports, and required returns.
• Support internal processes such as onboarding, compliance tracking, and organizational reporting.
• Coordinate charitable donations and issue tax receipts.
• Coordinate insurance coverage and claims processes with Branches and develop and maintain an administrative system to identify real property and assets held in the name of the Navy League of Canada.
• Coordinate and facilitate award nominations and administer the Division’s awards program.
• Assist with planning and logistics for meetings, conferences, and organizational events.
• Manage the formation and closure of Branches and Cadet Corps.
• Maintain NL Officer administrative and training records.
• Manage NLC volunteer records and administrative processes and serve as Division Screening Coordinator.

General Support

• Respond to inquiries from internal and external stakeholders in a professional and timely manner.
• Support special projects and initiatives as assigned by the President.
• Develop communication materials to promote the Navy League Cadet Program and support campaigns to attract volunteers and cadets.
• Attend Regional meetings with CAF partners and other Leagues as required.

IT Support

• Maintain and update social media accounts and the Division website.
• Support Branches with the setup and use of email accounts and access to the Microsoft 365 suite of tools.
• Assist with and coordinate IT training and professional development opportunities for volunteers.

Experience and Skills

• Post-secondary education, preferably in communications or business administration, or an equivalent combination of education and experience.
• Minimum of 3 years of working knowledge or experience with the Navy League of Canada, Cadet Programs, or the Canadian Armed Forces.
• Experience in financial management and basic accounting, including managing profit and loss statements.
• Demonstrated leadership experience managing people and projects.
• Strong ability to multi-task, prioritize, and perform effectively under pressure.
• Proficiency with Microsoft Office 365, PowerPoint, QuickBooks, and financial spreadsheets.
• Experience preparing written materials such as reports, business plans, and communications for internal and external stakeholders.
• Excellent organizational, interpersonal, and communication skills.
• Experience in the not-for-profit sector and/or community groups is an asset.
• High level of discretion, sound judgment, confidentiality, and strong problem‑solving skills.
• Preference will be given to applicants who are bilingual.

Other Prerequisites:

• Police Records Check and Vulnerable Sector Screening (Note: final offer of employment will be contingent on the selected candidate being given a clear report).
• Must be a resident of Ontario.

Compensation:

• $50,000 to $60,000 – based on experience
• Comprehensive health benefits plan
• Pension plan

How to apply:

Please forward your resume to the Divisional Office at ed@navyleagueon.ca; quoting 2026 Provincial Administrative Coordinator

Application Deadline: March 15th 2026