Senior Administrative Assistant

Job Title: Senior Administrative Assistant (Executive Support) Location: 100% Remote, CanadaExperience: 6+ YearsRate: $50 to $58 CAD PH Role Summary: NearSource is looking for a Senior Administrative Assistant (Executive Support) to provide high-level administrative support to a Senior Director and a leadership team within the AEC Building Design organization. This role plays a critical part in enabling leadership effectiveness through proactive coordination, operational rigor, and trusted partnership in a fast-paced, enterprise environment.

Key Responsibilities

Manage and maintain complex executive calendars, resolving conflicts and aligning priorities across multiple stakeholdersCoordinate preparation of meeting agendas, materials, action items, and follow-ups for leadership meetingsPlan and manage domestic and international travel, including itineraries, logistics, and timely expense reportingOrganize and execute virtual and in-person meetings and events, including onsite and offsite sessions, venues, logistics, and cateringDrive effective team communication by managing email aliases, collaboration channels, access permissions, and shared documentation platformsOversee departmental budgets, expenses, vendor contracts, and ensure accurate and timely invoice processingPartner with staffing and outsourcing teams to support contingent workforce requests, contracts, and compliance activitiesHandle highly sensitive and confidential information with discretion, professionalism, and integrityCollaborate with other Executive and Administrative Assistants to align leadership schedules and support organization-wide initiatives Must-Have Skills 6+ years of experience supporting senior executives or leadership teams in large, complex organizationsStrong expertise in executive calendar management and priority coordinationProven ability to operate in fast-paced, multinational environments with competing prioritiesAdvanced organizational, time management, and multitasking capabilitiesProficiency with Microsoft Office Suite and collaboration tools, including Microsoft Teams, Slack, and SharePointHigh level of discretion and experience in handling confidential and sensitive informationStrong written and verbal communication skills Nice-to-Have Skills Project management or coordination experienceExperience supporting leadership teams within design, engineering, or AEC-related organizationsFamiliarity with AI-powered productivity or administrative toolsExperience managing departmental budgets or vendor relationships Engagement & Work Details Core working hours: 8:00 AM to 5:00 PM EST, with flexibility as neededFull-time workload, with outcome-based flexibility for high performersContract role with strong potential for extension or full-time conversion Apply now, or share your resume with salary expectations at careers@nearsource.ca. Thank you for considering a career with us. Once you submit your application, our Talent Acquisition team will review your resume thoroughly. If there is a strong match, we will reach out to discuss your experience, role details, benefits, compensation, and next steps. While we may not be able to respond to every applicant due to high volume, we genuinely appreciate your time and interest. About NearSource: NearSource Technologies is a trusted partner for future-ready software consulting, enabling Fortune 500 enterprises to accelerate digital transformation. Our global engineering teams build and deploy impactful technology for some of the world's most admired brands, working directly on long-term client initiatives. Equal Opportunity Statement: NearSource is an equal opportunity employer committed to fostering an inclusive and respectful environment. We celebrate diversity and do not discriminate based on race, gender, religion, sexual orientation, age, disability, or background. Innovation thrives when everyone feels empowered to contribute.