Administrative Assistant

Job summary

Provide administrative and operational support focusing on space management, hardware coordination, and executive assistance. Responsibilities include managing calendars, coordinating travel and expenses, and supporting team events within a global technology organization.

Job details

Title: Administrative Assistant Location: Vancouver, BC Work Arrangement: Hybrid Work Arrangement Employment Type: Contract About the Team The team works with a leading enterprise collaboration and communications platform, with a strong focus on calling, meetings, and connected devices. The organization supports features related to calls, meetings, and device integration, including connecting and supporting headsets, meeting-room technology, and workplace devices. This role provides administrative and operational support within a highly collaborative, global technology organization. Typical Day in the Role The contractor will provide administrative and operational support across the organization. Responsibilities will include a combination of executive support activities, office coordination, hardware management, space management, travel, expenses, and team operations. While the position includes calendar and scheduling responsibilities, calendar management will be a smaller portion of the role. The contractor will not report directly to or exclusively support one specific Executive Assistant. A significant part of the role will focus on space management and hardware/device coordination. Typical activities may include: Supporting executive leadership and business teams with administrative and operational activities. Managing and coordinating meetings and calendars as required. Supporting time management and scheduling activities. Coordinating domestic and international travel arrangements. Supporting visa-related travel coordination. Preparing and processing expense reports. Managing office space, seating, workspace, and related organizational requirements. Coordinating hardware and device requirements for employees and teams. Supporting meeting-room and workplace technology needs. Partnering with Business Administrators, Chiefs of Staff, leadership teams, and cross-functional stakeholders. Coordinating communications and maintaining organizational information. Supporting special projects and business operations. Providing administrative support for team meetings, events, morale activities, and organizational initiatives. Helping ensure priorities and administrative tasks are completed accurately and on time. Key Projects / Areas of Focus This role will contribute to: Space and workspace management. Hardware and device management. Administrative and executive support. Travel and visa coordination. Expense management. Meeting and calendar coordination. Team event and meeting logistics. Cross-functional business operations. Organizational and administrative projects supporting a large technology organization. Required Experience 1+ year of administrative, customer service, operations, or office support experience. Strong organizational and time-management skills. Ability to manage multiple priorities in a fast-paced environment. Strong written and verbal communication skills. Excellent attention to detail. Ability to handle confidential and sensitive information professionally. Strong collaboration and stakeholder-management skills. Top 3 Must-Have Hard Skills 1. Outlook Calendar & Meeting Management Experience: 1+ year Experience using Outlook to coordinate meetings, schedules, invitations, and related administrative activities. 2. Productivity and Collaboration Applications Experience: 1+ year Hands-on experience with commonly used workplace productivity tools, including: Teams or similar collaboration platforms Word Excel PowerPoint Outlook 3. Administrative Support & Organizational Coordination Experience: 1+ year Experience supporting scheduling, administrative processes, organizational activities, meetings, logistics, and day-to-day business operations. Preferred / Best-Fit Experience The strongest candidates will have experience with: Enterprise collaboration platforms such as Teams Space/workplace management Hardware and device management Administrative or executive support Productivity and collaboration tools Meeting and scheduling coordination Travel coordination Expense management Event and team logistics Supporting senior leadership and cross-functional stakeholders Experience supporting technology organizations or working in a large corporate environment would be beneficial. Best vs. Average Candidate An average candidate will have general administrative experience and familiarity with workplace productivity tools. The best-fit candidate will demonstrate: Previous experience working with enterprise collaboration tools. Strong space/workplace management experience. Strong hardware/device management experience. Proven administrative and organizational coordination skills. Experience supporting multiple stakeholders rather than exclusively supporting one executive. Strong proficiency across productivity and collaboration applications. Ability to work independently while managing multiple competing priorities. Performance Measurement Contractor performance will be evaluated based on: Timely and accurate completion of assigned tasks. Effective calendar and meeting coordination. Responsiveness to stakeholders and leadership requests. Accuracy and quality of communications and documentation. Effective management of hardware, space, and administrative requests. Ability to meet deadlines and manage competing priorities. Professionalism and reliability. Collaboration with cross-functional stakeholders. Strong attention to detail. Hard Skills Assessment / Interview Process The assessment process is expected to include 1–2 rounds. Candidates may meet with: The hiring sponsor Full-time team members An Administrative professional Expected Assessment Dates: To be determined Why Candidates May Be Interested This position provides an opportunity to support senior leaders within a large global technology organization while gaining exposure to a highly collaborative business environment. The contractor will have the opportunity to build experience across: Collaboration and workplace technology Executive and administrative operations Hardware and device coordination Space management Cross-functional business partnerships Event and meeting logistics Business management processes The role is particularly suitable for candidates looking to build broader administrative, organizational, and operational experience beyond traditional calendar-focused executive support.

What you’ll do

Provide administrative and operational support focusing on space management, hardware coordination, and executive assistance. Responsibilities include managing calendars, coordinating travel and expenses, and supporting team events within a global technology organization.

Requirements

Requires 1+ year of experience in administrative, customer service, or office support roles. Candidates must be proficient in Microsoft Office productivity tools and possess strong organizational and communication skills.

Listed skills

• Time management · Preferred
• Microsoft Teams · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Event Logistics · Preferred
• Communication Skills · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Outlook Calendar Management
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Administrative Support
• Space Management
• Hardware Coordination
• Travel Coordination
• Expense Management
• Stakeholder Management
• Office Coordination
• Event Logistics
• Time Management
• Organizational Skills
• Communication Skills

Job areas

• Administrative
• Technology
• Customer Service & Support
• Management & Leadership