Job Overview:
We seek a dynamic, proactive individual to join us as an Administrative Coordinator. This full-time contract role will begin as a maternity leave cover for 18 months, with the potential to transition into a similar position within the company. In this role, you will support the President of MacLean Engineering, ensuring smooth day-to-day operations and effective communication. The ideal candidate will be highly organized, possess exceptional interpersonal skills, and handle confidential information with discretion.
Please note that this role is ideally set to begin in October, but we are flexible and can discuss the start date if you have prior commitments or studies between October and December 2024.
Essential Duties & Responsibilities:
- Provide executive-level support while fostering effective relationships within the organization.
- Plan and prioritize meetings.
- Book and manage travel for multiple associates and events.
- Willingness to run errands locally.
- Prepare presentation materials and organize conference calls.
- Coordinate venues, materials, and catering for corporate meetings and events.
- Prioritize tasks and special projects across departments.
- Manage and prioritize calls, requests, calendars, and correspondence.
- Draft, review, and communicate information on behalf of the President.
- Manage mail and prioritize items as necessary.
- Complete various administrative duties with proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
- Maintain confidential executive files.
- Handle and track expenses and invoices.
- Assist with various ad-hoc projects as assigned.
- Establish and maintain effective relationships with colleagues and clients.
Qualifications:
- Proven experience as an Admin Assistant/Coordinator or similar role.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite.
- Quick learner of new software.
- Ability to adapt to a fast-paced, dynamic work environment.
- Fluency in multiple languages is an advantage but not mandatory.
Education:
- A bachelor's degree in business, marketing, or a related field is preferred.
- Previous experience supporting executive-level management is beneficial.
“This job description is not limited to those duties specifically listed and can be changed at any time in order to adapt to business demands or organizational changes.”