Office Coordinator & Member Relations Specialist

Ottawa, ON In-Office $55,000-$65,000 salary + benefits + unlimited vacation

We're looking for a Rockstar.

Someone who thrives in complexity, brings executive-level polish, and delivers exceptional client service-especially for high-profile clients and global partners.

About Us

We are FICS-a boutique, multi-contract professional services firm with deep roots in facilitation, coaching, governance, and training. Our small but mighty team of 14 operates across Canada, in Africa and globally, managing long-term partnerships with major clients like the International Association of Facilitators (IAF), Canadian Physicians for Aid and Relief (CPAR), and more. We specialize in turning around boards, developing professional standards, and providing expert facilitation and education services.

About the Role

This is not a typical admin job. You will play a key part in supporting one of our most important clients-the International Association of Facilitators (IAF)-while also acting as a right hand to the Executive Director. You'll help manage a global network of 2,000+ members, liaise with volunteers and committees, and keep everything running smoothly behind the scenes.

You need to be an agile multitasker who thrives in a fast-paced, ever-evolving environment-and can handle anything from crafting a polished PowerPoint, to updating CRMs, to responding to urgent member inquiries with professionalism and care.

Key Responsibilities

• Support day-to-day operations of the IAF office and other client projects
• Manage communications with members, volunteers, and international partners
• Maintain and navigate databases and CRM systems
• Track, schedule, and coordinate meetings, calendars, and events
• Assist in creating professional reports, presentations, and workbooks
• Monitor and respond to high-volume email communications
• Provide executive assistance to leadership team, including ad hoc support
• Keep your finger on the pulse of issues before they escalate-communicating proactively

What We're Looking For

• Detail-obsessed and tech-savvy - you notice the small stuff, and pick up new tools quickly (Excel, CRMs, websites)
• Global communicator - confident, clear, and comfortable dealing with people around the world
• Multitasker with initiative - you don't wait to be told, and you're two steps ahead
• Smart and solutions-oriented - resourceful, curious, and eager to figure things out
• Languages a plus - French, Mandarin, or Spanish an asset
• Background in facilitation or training - not required, but definitely a bonus

Requirements

• Proven experience in office administration, executive assistance, or client-facing administrative roles
• High proficiency in Microsoft Office (especially Excel and PowerPoint), Google Suite, and general CRM/database use
• Excellent communication, organization, and prioritization skills
• Ability to work independently while staying in close communication with the team
• Located in Ottawa and available to work in-office full-time

Bonus Points For

• Experience working with boards or professional associations
• Familiarity with governance best practices
• Exposure to AI tools or willingness to learn
• Design or document formatting skills (making presentations look good)

Ready to join a dynamic, mission-driven team doing meaningful work with global reach? We'd love to hear from you.