Administrative Coordinator

3 days ago

Brampton, Ontario, Canada Lead Search Group Inc. Full time

We are recruiting for an Administrative Coordinator to join a dynamic organization in Brampton. The successful candidate will provide administrative support to the President and CEO, as well as the Executive Leadership team.

Key Responsibilities:

  • Deliver high-level administrative and office management support to the President and Executive Leadership Team.
  • Manage and maintain Executive Leadership calendars and work schedules.
  • Plan travel itineraries, make bookings, and secure reservations for Executive Leadership members.
  • Organize and manage logistics for leadership programs such as meetings, seminars, workshops, and special projects; take and transcribe meeting notes.
  • Prepare for quarterly Board meetings, monthly Leadership sessions, and Town Hall events.
  • Review and verify documents, reports, and correspondence for Executive approval.
  • Compile and organize information for professional presentations to global teams, clients, and other stakeholders.
  • Track and follow up on tasks, assignments, and commitments from Executive Leadership meetings to ensure deadlines are met.
  • Draft reports, conduct research, and provide background materials as required.

Project Coordination:

  • Oversee and coordinate projects led by the Executive Leadership team, including strategic initiatives and operational activities.
  • Create comprehensive project overviews that define goals, objectives, risks, roles, milestones, and deliverables for approved projects.
  • Collaborate with Leadership to allocate resources, schedule activities, and manage documentation and budgets.
  • Facilitate meetings and forums related to project initiatives.
  • Generate regular progress and update reports on project status for stakeholders.

Office Administration:

  • Handle and redirect incoming calls, emails, or visitors; provide backup Reception support for the Canadian Corporate/Ontario office as needed.
  • Organize and oversee office activities, including social events.
  • Maintain a professional and welcoming image of the executive office for visitors, suppliers, and stakeholders.
  • Other administrative duties as assigned.

Compensation: $80,000 - $100,000 per annum

Required Skills and Qualifications:

  • Post-secondary Diploma in Business or Office Administration (or a related field) -required.
  • 5+ years of related experience in an administrative role supporting a President/CEO.
  • Strong knowledge of office procedures and practices.
  • Positive and fun attitude
  • Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), particularly in Excel.
  • Highly resourceful, adaptable, and flexible.
  • Exceptional communication and interpersonal skills.
  • Excellent problem-solving abilities.
  • Meticulous attention to detail and strong organizational skills.
  • Availability to work flexible hours as required.

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