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Administrative Coordinator

This position requires an individual who is highly organized and efficient in order to support the operations of our Eastern Canada Division, based out of our downtown Toronto office. The ideal candidate will be a professional administrative support, proficient with computers, with great rigor, flexibility, versatility, resourcefulness and impeccable communication skills. This is a part-time position with the potential to become a full-time one in the future as our company grows. The work schedule for this role is not set yet, and will be determined with the successful candidate.

Position Requirements:

Supporting the executive management of the Toronto office as well as the needs of the broader team in the Canada/East division;
Coordinating executives’ calendars and all aspects of division and national meetings, including conference calls across multiple time zones;
Reviewing and processing expense reports and invoices for the executives;
Making travel arrangements for executives, including domestic and international;
Drafting correspondence and editing reports (layout and language);
Serving as a primary point of contact for the administrative needs of the Executives
Update management dashboards;
Managing divisional documentation (paper and electronic);
Supporting recruitment efforts by coordinating and scheduling of interviews, and correspondence with candidates
Taking notes during meetings;
Marketing and staff event planning;
Miscellaneous duties including filing (electronic and hard copy), faxing, photocopying, courier and mail;
Manage client, partner and other contacts;
Support the bid preparation and follow-up process
Prepare monthly client reports


Skills and Qualifications

Minimum of 5 years of administrative experience in roles of increasing responsibility, with prior experience working with one or more senior executives;
High degree of proficiency and autonomy with computers, printers and other office equipment;
Excellent PowerPoint, Word and Excel skills; proficiency in Outlook and Internet research skills
Excellent English writing and grammar skills.
Significant experience managing multiple and concurrent responsibilities and establishing and acting against relative priorities, independently but within prescribed guidelines;
An ability to learn quickly and the confidence to coach others on new tools, software, equipment or processes.


The following skills are desirable but not mandatory for this position:

Familiarity of time zones and planning complex international travel itineraries is considered an asset;
Previous experience using Applicant Tracking (ATS) or Customer Relationship Management (CRM) software is an asset;
Experience in a consulting, professional services or recruiting environment is considered an asset;
Working level knowledge and capabilities with Sharepoint would be considered an asset;
Bilingual proficiency (French and English) is considered a very strong asset.

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