Executive Office Administrator

NFI Group Inc. • Winnipeg, MB

4d • Hybrid

About The Position

Reporting directly to the Executive Assistant to the CEO, the Executive Office Coordinator provides administrative and coordination support to the CEO Office and senior leadership, helping enable effective decision-making, communication, and execution across the organization. This role supports leadership by coordinating schedules, meetings, communications, presentations, travel, and executive office priorities. The successful candidate will be proactive, confident, highly organized, and capable of anticipating needs, strengthening coordination, and supporting the effective execution of key business priorities.

Requirements

• Post-secondary education in business administration, office administration, or related fields.
• 1-3+ years of demonstrated administrative or coordination experience supporting senior leadership within a large, complex corporate organization is strongly preferred.
• Demonstrated ability to build trusted partnerships with senior leaders and work effectively with employees, visitors, and external stakeholders.
• Strong proficiency in Microsoft Office Suite, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills, with strong attention to detail in preparing, proofreading, and formatting professional corporate and executive-level materials.
• Ability to manage competing priorities, respond to changing needs, and take initiative to resolve issues.
• Strong judgment and discretion when handling confidential or sensitive information.
• Ability to work independently while remaining collaborative, responsive, and adaptable.
• Flexibility to work across multiple NFI Group locations in Winnipeg and occasionally support meetings or events outside regular business hours as required.

Responsibilities

• Coordinate calendars, meetings, appointments, and executive commitments for the CEO Office under the direction of the Executive Assistant.
• Manage meeting invitations, confirmations, calendar updates, and related scheduling logistics.
• Proactively identify conflicts, competing priorities, and scheduling gaps, recommending practical solutions to optimize executive time.
• Draft, proofread, format, and distribute emails, letters, presentations, reports, and internal communications.
• Monitor shared inboxes, prioritize incoming requests, and support timely and professional responses.
• Track correspondence, commitments, follow-up items, and deliverables through completion.
• Handle sensitive and confidential information with discretion and professionalism.
• Prepare presentations, reports, briefing materials, spreadsheets, and other executive documents using Microsoft Office applications.
• Conduct basic research and compile background information to support executive briefings and decision-making.
• Maintain organized electronic filing systems, templates, records, and shared resources.
• Coordinate leadership meetings, executive visits, facility tours, and internal or external events.
• Arrange meeting rooms, technology, agendas, catering, presentation materials, and other logistical requirements.
• Take meeting notes and track decisions, action items, owners, deadlines, and follow-up requirements.
• Coordinate travel arrangements, itineraries, accommodations, expense submissions, and related inquiries.
• Support executive office processes, including reporting cycles, sponsorship tracking, leadership meetings, and recurring executive activities.
• Coordinate assigned projects, timelines, action items, and recurring processes.
• Provide backup administrative coverage during absences of the Executive Assistant, as required.
• Serve as a professional point of contact between the Executive Office, senior leaders, internal departments, and external stakeholders.
• Coordinate across teams to gather information, resolve administrative issues, and support timely completion of priorities.
• Build effective working relationships across the organization to support clear communication and efficient information flow.
• Provide administrative and coordination support to members of the Global and Executive Leadership Teams as business needs evolve.
• Support additional executive office priorities and projects assigned.

Benefits

• Competitive wages and comprehensive benefits package with immediate benefit eligibility.
• Paid holidays and vacation.
• Registered pension plan with generous company match.
• On-the-job training in a continuous learning environment
• Advancement opportunities within our family of companies.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree