Office Administrator

Responsibilities

• Executive & Senior Leadership Support (Approx. 35%)
• Provide expert-level executive and administrative support to the Head/Vice President.
• Manage complex calendars, prioritize meetings, and coordinate domestic and international travel.
• Prepare and submit expense reports, including reconciliation of corporate credit cards.
• Coordinate logistics with internal stakeholders and external partners, including international teams.
• Prepare correspondence, presentations, meeting materials, and agendas; attend meetings and take minutes as required.
• Act as a liaison on behalf of the Head, managing inquiries and triaging requests appropriately.
• Maintain accurate electronic and hard copy filing systems.
• Anticipate leadership needs to ensure organizational efficiency and effectiveness.

• Management & Departmental Support (Approx. 20%)
• Provide administrative support to management personnel, including travel research and bookings.
• Assist with expense reporting and invoice submissions.
• Coordinate meeting room bookings and organize off-site meetings and events.
• Route contracts and agreements for signatures in accordance with corporate systems and procedures.
• Coordinate with vendors for printing, courier services, and other operational needs.

• Office Administration & Operations Support (Approx. 35%)
• Serve as the primary phone contact, triaging and redirecting calls appropriately.
• Coordinate incoming and outgoing mail, courier services, and correspondence.
• Oversee office facilities, supplies, kitchen inventory, and general office upkeep.
• Coordinate maintenance and repair of office equipment and facilities as needed.
• Review, submit, and track vendor invoices and support accounts payable processes.
• Maintain vendor invoice trackers and support contract renewals and archiving.
• Coordinate company events, celebrations, and special functions.
• Support internal teams and international affiliates with meeting logistics, catering, transportation, and room setup.
• Establish and maintain operational tools, procedures, and distribution lists.
• Provide support with budget preparation, finance-related activities, and ad hoc research projects.
• Ensure smooth communication flow and awareness of organizational updates across the Canadian team.

• Other Duties (Approx. 10%)
• Perform additional administrative and operational duties as assigned.
• Ensure all work is completed in accordance with corporate guidelines, regulatory requirements, safety standards, and applicable SOPs.