Administrative Assistant

We’re looking for a detail-oriented and proactive Administrative Coordinator to support our client's leadership team and keep daily operations running smoothly. This role is ideal for someone who excels at organization, communication, and multitasking in a fast-paced environment.

Key Responsibilities

• Prepare, proofread, and finalize correspondence and documents, including reports, staffing letters, presentations, and meeting materials.
• Manage incoming and outgoing mail, maintain distribution lists, and coordinate information flow within the department.
• Coordinate meetings, schedules, calendars, and travel arrangements; prepare agendas and meeting documentation.
• Maintain efficient filing systems (electronic and hard copy), implement retention schedules, and manage departmental records.
• Assist with prioritizing workflows, tracking deadlines, and providing updates on project status.
• Process administrative items such as timesheets, expense reports, invoices, and reconciliation documentation.
• Provide onboarding support for new staff and offer backup coverage for other administrative team members.
• Support general office operations, including ordering supplies, preparing documents, and responding to inquiries.

Qualifications

• Post-secondary education in Business Administration, Office Administration, or a related field (or equivalent experience).

• 3+ years of administrative or executive support experience in a fast-paced environment.

• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital filing systems.

• Excellent written and verbal communication skills with strong attention to detail.

• Proven ability to handle confidential and sensitive information with discretion.

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

• Experience coordinating meetings, calendars, travel, and departmental logistics.

• Solid problem-solving skills and the ability to take initiative with minimal supervision.

• Comfortable working with data, tracking documents, and preparing reports.

• Customer-service-focused, with the ability to build positive working relationships across teams.

We appreciate the time and effort all applicants invest in their submissions. Please note that only candidates shortlisted for this role will be contacted directly. However, your profile will remain under consideration for future opportunities that align with your experience and career goals. All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions. Our human recruiters review all applications and always make the final hiring decision. On occasion, we also use AI-assisted tools to help review applications.