Administrative Coordinator, CEO Office

About the Role

This position supports the everyday running of the Office of the CEO. It is a practical, execution-heavy role reporting to a Project Manager, with responsibility for keeping meetings, logistics, and executive support activities on track.

You will coordinate meetings, prepare presentation materials, arrange room and venue setup, complete IT and lighting checks, and organize travel and transport. The role requires strong planning, close attention to detail, and reliable follow-through to ensure senior leaders receive seamless support.

The environment is fast-moving and best suited to someone who is structured, discreet, dependable, and comfortable working with senior stakeholders.

Executive and Office Support

• Keep the CEO Office running efficiently through daily administrative and coordination support.
• Provide practical assistance before, during, and after board and executive meetings.
• Spot operational needs early and resolve issues quickly so schedules and commitments stay on course.

Meeting and Logistics Coordination

• Handle logistics for board sessions, executive committee meetings, and senior leadership gatherings.
• Oversee full meeting readiness, including room arrangement, IT and lighting verification, printed documents, seating plans, and on-site support where needed.
• Record meeting outcomes, capture action points, and follow up on logistics-related next steps.

Coordination and Communication

• Act as a link between the CEO Office and internal teams by relaying information accurately and in a timely manner.
• Partner with colleagues across functions and external vendors to organize schedules, transport, and meeting requirements.

Project and Ad-hoc Support

• Assist with active initiatives by tracking timelines and organizing relevant information.
• Take on urgent or ad-hoc requests, especially those tied to senior leadership engagements.

Skills and Qualifications

• Substantial experience in administrative or executive support, preferably in a senior leadership environment.
• Strong coordination and organizational ability with confidence handling several priorities at once.
• Clear communication and strong people skills, including comfort interacting with senior executives.
• Strong discretion and integrity when dealing with confidential information.
• Comfort using Microsoft Office and collaboration tools.
• Ability to work independently, use sound judgment, and take initiative.

Equal Opportunity

The employer values a diverse workforce and considers applicants from all backgrounds. Hiring decisions are made without regard to race, colour, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or any other protected characteristic.