Administrative Coordinator/Assistant

BGIS•Markham, ON

3h•CA$54,185 - CA$67,732•Onsite

About The Position

We are seeking a highly professional Administrative Coordinator to serve as a trusted partner to our Canadian President, and global CEO. This role goes beyond traditional administrative support, offering the opportunity to provide comprehensive coordination of executive business activities, communications, travel, events, and select personal commitments. The ideal candidate is resourceful, detail-oriented, highly discreet, and able to navigate competing priorities with confidence and professionalism. You will play a critical role in enabling executive effectiveness by managing day-to-day operations, overseeing complex logistics, and ensuring professional and personal commitments are executed seamlessly.

Requirements

3 to 5 years of progressive administrative, executive support, or executive coordination experience.
Experience supporting senior leaders, executives, or C-suite professionals is strongly preferred.
Exceptional organizational, planning, and time-management skills.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
Outstanding written and verbal communication skills.
Proven ability to manage complex calendars, travel arrangements, and competing priorities.
Strong problem-solving skills with a proactive, solutions-oriented mindset.
Ability to work independently with minimal supervision while maintaining a high level of accountability.
Exceptional interpersonal skills and a customer-service orientation.
Demonstrated ability to handle sensitive business and personal matters with discretion and professionalism.
Resourceful, adaptable, and capable of anticipating needs before they arise.

Nice To Haves

Leadership experience or experience supporting and coordinating others is considered an asset.

Responsibilities

Provide comprehensive administrative support to the President, Canada and Global CEO.
Act as a trusted partner, managing both business priorities and select personal commitments with the highest level of professionalism and discretion.
Maintain complex and dynamic calendars, ensuring alignment of executive meetings, business priorities, travel, personal appointments, and key deadlines.
Prepare daily briefings and ensure executives are equipped with the information and materials required for appointments, meetings, and events.
Manage confidential information and communications with sound judgment and absolute discretion.
Serve as a key liaison between executives, internal teams, clients, and external stakeholders.
Support the executive office and reception area as required.
Coordinate professional and personal schedules to ensure seamless management of executive commitments.
Manage all aspects of business and personal travel, including flights, accommodations, transportation, itineraries, reservations, and contingency planning.
Assist with personal projects, correspondence, appointments, and special requests as required.
Coordinate household-related services, vendors, and logistics to support executive needs.
Provide support with personal errands and lifestyle coordination while maintaining strict confidentiality.
Anticipate needs, proactively resolve scheduling conflicts, and ensure priorities are effectively managed.
Deliver a high-touch, white-glove level of support that allows executives to focus on strategic and operational priorities.
Coordinate the preparation and distribution of regional reports and executive updates.
Assist with data collection, information gathering, and preliminary analysis.
Draft and prepare executive presentations, newsletters, communications, correspondence, and reports.
Prepare meeting materials, agendas, and executive briefing documents.
Plan and coordinate executive meetings, leadership events, conferences, client engagements, recognition events, and fundraisers.
Arrange meeting logistics, coordinate attendees, and ensure materials are prepared in advance.
Record meeting minutes, track action items, and follow up on deliverables.
Support strategic projects and cross-functional initiatives as assigned.
Help deliver exceptional experiences for clients, guests, and stakeholders during executive events.
Identify opportunities to improve administrative processes and operational efficiency.
Support special assignments and business initiatives as required.
Perform other related duties as assigned.