Administrative Coordinator

We’re seeking a highly organized and detail-oriented Administrative Coordinator to support a corporate governance team within a leading energy organization. This role plays an important part in supporting the Board of Directors, Board Committees, and senior leadership by ensuring meetings, documentation, schedules, and governance activities are coordinated accurately and efficiently.

Working with executives, directors, internal teams, and external stakeholders, you’ll manage sensitive information, coordinate complex meeting logistics, maintain governance records, and support financial and administrative processes. Your professionalism, discretion, and ability to manage competing priorities will help ensure corporate governance activities run smoothly.

What’s in it for You

• Gain exposure to Board-level operations, executive leadership, and corporate governance practices.

• Work with a collaborative team supporting important organizational decisions and governance activities.

• Develop experience with Board portals, document management systems, and executive coordination.

• Contribute to a professional environment where accuracy, confidentiality, and initiative are valued.

Your Responsibilities

• You’ll coordinate Board, Board Committee, and governance-related meetings, managing calendars, invitations, meeting rooms, virtual arrangements, IT support, catering, travel, and accommodations.

• You’ll prepare, organize, format, and distribute agendas, itineraries, reports, meeting materials, and supporting documentation, maintaining information in SharePoint, Diligent, and other governance repositories.

• You’ll provide administrative support to directors and senior stakeholders, including travel coordination, expense reports, correspondence, visitor arrangements, and meeting logistics.

• You’ll support financial administration by processing invoices, payments, purchasing requisitions, expense submissions, and accrual information while maintaining accurate tracking records.

• You’ll maintain confidential corporate governance records, monitor deadlines and outstanding actions, and assist with reviewing, formatting, filing, and distributing Board and Committee charters, policies, and procedures.

• You’ll liaise with executives, executive assistants, internal departments, and external service providers while providing backup administrative support and responding to time-sensitive requests.

Skills and Qualifications

• Post-secondary education in office administration, business administration, or a related field, or an equivalent combination of education and experience.

• Demonstrated experience providing administrative support in a professional corporate environment, ideally supporting executives, senior management, a Board of Directors, legal, or corporate governance functions.

• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Experience with Diligent or other Board portals is an asset.

• Experience with expense reporting, invoice processing, purchasing, basic budget or accrual administration, and electronic records management.

• Excellent written and verbal communication skills, with strong proofreading, organizational, and time-management abilities.

• Sound judgment, discretion, and exceptional attention to detail when handling confidential information and financial documentation.

• Ability to work independently, collaborate across organizational levels, manage changing priorities, and meet demanding deadlines.

Why Partner with Altis

If you’ve never worked with a staffing agency before, don’t worry, we make it easy. You’ll still engage directly with the client while we handle the logistics, provide guidance, and keep you informed every step of the way. We’ll represent your strengths, guide you through each stage of the process, and ensure the experience feels personal and transparent.

Thank you for considering this opportunity with Altis. Learn more about what it’s like to work with Altis: [altisrecruitment.com/working-with-altis]

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.