Administrative Coordinator

We are looking for an Administrative Coordinator to provide high-level administrative and project support for a dynamic organization. This Long-term Contract position is ideal for someone who thrives in a fast-paced environment, manages competing priorities with discretion, and brings strong communication and organizational skills to daily operations. The role supports executive scheduling, meeting coordination, travel planning, and cross-functional project follow-up while helping maintain accurate records and timely reporting.

Responsibilities:

• Manage a complex executive calendar, balancing shifting priorities and coordinating schedule changes with discretion and accuracy.
• Arrange meetings from start to finish, including invitations, agendas, supporting documents, and follow-up communication with participants.
• Attend assigned meetings, capture clear and accurate notes, and distribute minutes while handling sensitive information with discretion.
• Coordinate travel logistics and assist with expense reporting and reimbursement documentation for executive activities and projects.
• Support division-wide initiatives by tracking milestones, monitoring deadlines, and following through with team members and collaborators to keep projects on course.
• Partner with internal committees, employee resource groups, and other stakeholders to help organize activities and maintain communication across projects.
• Maintain organized filing and recordkeeping systems that support accessibility, accuracy, and confidentiality where required.
• Track budgets, prepare and distribute requested materials, and manage office supply needs for the executive office.
• Respond to internal and external correspondence as directed, ensuring timely and clear communication.
• Provide administrative assistance related to labor relations activities, including support for union-related coordination as needed.