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Senior Administrative Coordinator

1 week ago

London, Ontario, Canada Promote Project Full time
About the Role

We are seeking a highly organized and proactive Executive Assistant to support two members of our Executive Leadership Team. As the main point of contact for these Executives, you will provide essential administrative assistance to help them remain focused and efficient.

Key Responsibilities
  • Calendar Management: Coordinate complex calendars, schedule meetings, and proactively adjust to avoid conflicts.
  • Business Prioritization: Understand Executives' priorities to effectively leverage their time.
  • Information Management: Keep Executives and their teams informed of upcoming commitments and responsibilities.
  • Financial Assistance: Organize receipts, complete expense reports, stay up to date on relevant budgets, and reconcile financial statements.
  • Travel Coordination: Arrange travel logistics for Executives.
  • Meeting Coordination: Support recurring team meetings by managing agendas, communicating with facilitators, creating presentations, and taking notes.
  • Event Planning: Plan and execute team events, Hackathons, and off-sites, both virtual and in-person.
  • Team Collaboration: Facilitate monthly in-office lunches and manage company-wide events with the Executive Assistant team.
  • Strategic Goals: Identify and achieve cross-functional strategic goals with the Executive Assistant team.
  • Process Improvement: Identify operational weaknesses and refine or develop new processes.
  • Administrative Support: Handle inquiries and confidential tasks promptly and efficiently. Provide personal administrative support to executives as needed.
  • Coverage and Support: Provide backup support for other Executive Assistants during absences.
  • Executive Initiatives: Assist with Executive initiatives, such as monthly organization-wide town halls, Google Slide decks, proposals, and special project support.