Administrative Coordinator/Assistant

Are you an exceptionally organized, proactive professional who thrives in a fast-paced executive environment? Do you take pride in anticipating needs, managing complex priorities, and creating seamless experiences for senior leaders? 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. What You'll Do Executive Support & Coordination * 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. Executive & Personal Coordination * 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. Reporting & Communications * 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. Meetings, Events & Special Projects * 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. Other Responsibilities * Identify opportunities to improve administrative processes and operational efficiency. * Support special assignments and business initiatives as required. * Perform other related duties as assigned. What You Bring * 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. * Leadership experience or experience supporting and coordinating others is considered an asset. Why Join Us? * Work directly with the President, Canada and Global CEO in a highly visible and impactful role. * Become a trusted partner to senior leadership and gain exposure to strategic business operations and decision-making. * Take ownership of meaningful projects and initiatives that influence organizational success. * Join a collaborative, high-performing environment that values initiative, professionalism, and continuous improvement. * Enjoy a dynamic role where no two days are the same and where your contributions make a measurable impact. If you are a polished, highly organized professional who enjoys creating order from complexity, building trusted relationships, and supporting executive success at the highest level, we encourage you to apply. Join us and become an indispensable partner to our executive leadership team. This is a regular, full-time position with a salary range of $54,185 - $67,732 per annum. The starting salary will be based on the successful candidate’s competencies, including but not limited to experience, education and performance related to this role. #LI-JA We value transparency in our hiring processes. Please note, artificial intelligence may be used in certain stages to screen, assess, or select applicants, however, a human reviewer makes all final decisions. This posting is for a future vacancy. BGIS is a global leader in integrated facility management services. With a combined team of over 10,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 50,000 facilities totaling more than 600 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments. At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric if our organization. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognize that promoting diversity is an essential component of our continuing pursuit for organizational success! BGIS is an equal opportunity employer, and we welcome you to apply for a position with us! If you require accommodation during the recruitment process, please contact us at [email protected]. Upon request for accommodation, we will consult with the applicant in question and provide, or arrange for the provision of, a suitable accommodation in a manner that takes into account the applicant's accessibility needs due to disability.

The Administrative Coordinator will provide comprehensive support to the President and Global CEO, managing complex calendars, travel, and business operations. They will also act as a liaison between executives and stakeholders while coordinating meetings, events, and special projects.

Candidates must have 3 to 5 years of progressive administrative or executive support experience. Proficiency in Microsoft Office Suite and strong organizational, communication, and problem-solving skills are required.

• Time managementPreferred
• Customer servicePreferred
• Problem solvingPreferred
• Data analysisPreferred
• CommunicationPreferred
• Project managementPreferred

Identified from the job description. Confirm important requirements above.

• Executive support
• Calendar management
• Travel coordination
• Project management
• Communication
• Problem-solving
• Microsoft Office Suite
• Time management
• Organizational skills
• Discretion
• Logistics management
• Event planning
• Data analysis
• Stakeholder management
• Professionalism
• Customer service
• Influencing Skills
• Resourcefulness
• Executive Presentations
• Administrative Support
• Operational Efficiency
• Influencing Without Authority
• Accountability
• Solution-Oriented
• Newsletters
• Information Gathering
• Planning
• Microsoft Excel
• Artificial Intelligence
• Telecommunications
• Management
• Decision Making
• Customer Service
• Textiles
• Confidentiality
• Contingency Planning
• Continuous Improvement Process
• Fundraising
• Data Centers
• Data Collection
• Executive Information Systems
• Facility Management
• Financial Services
• Oil and Gas
• Leadership
• Higher Education
• Innovation
• Interpersonal Communications
• Problem Solving
• Taking Meeting Minutes

• Administrative
• Management & Leadership
• Administrative Assistant/Coordinator
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week