Administrative Assistant / Facilities Coordinator

Position Description:

We are seeking a highly organized, proactive, and professional Administrative Assistant & Facilities Coordinator to provide executive-level administrative support to the Vice President while overseeing workplace and facilities coordination for a dynamic business unit.

This trusted role requires exceptional organizational skills, discretion, sound judgment, and the ability to anticipate the needs of senior leadership. The successful candidate will act as a key liaison between the Vice President, senior leaders, employees, external partners, and building management, ensuring seamless administrative operations and an exceptional workplace experience.

Your future duties and responsibilities:

• Provide comprehensive executive administrative support to the Vice President, managing competing priorities with professionalism and discretion.
• Manage a complex and frequently changing calendar, ensuring strategic prioritization of meetings, travel, and commitments.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and expense reconciliation.
• Prepare, edit, and format executive correspondence, reports, presentations, briefing materials, and meeting packages.
• Coordinate leadership meetings, town halls, and executive events, including agendas, logistics, presentation materials, meeting minutes, and follow-up actions.
• Manage confidential and highly sensitive information with the highest level of integrity and discretion.
• Monitor and prioritize incoming communications, responding independently where appropriate and escalating matters requiring executive attention.
• Track key action items, deadlines, and deliverables on behalf of the Vice President and leadership team.
• Support departmental budgeting activities through purchase requests, invoice processing, expense reporting, and financial tracking.
• Assist with special projects, strategic initiatives, and organizational priorities as assigned.

Facilities & Workplace Coordination

• Serve as the primary liaison with building management, landlords, security, and external service providers.
• Coordinate office maintenance, repairs, workspace planning, office moves, furniture requests, and workplace improvements.
• Manage office supply inventories, equipment procurement, and vendor relationships.
• Coordinate onboarding logistics for new employees, including workspace setup, office access, and equipment requests.
• Support offboarding activities, including workspace recovery and building access coordination.
• Oversee office access cards, visitor management, and workplace security processes.
• Coordinate workplace health and safety initiatives, emergency preparedness activities, and compliance with corporate policies.
• Organize employee engagement activities, recognition events, meetings, and workplace celebrations.
• Identify opportunities to improve office operations, workplace efficiency, and the overall employee experience.

Office & Business Operations

• Develop, maintain, and continuously improve administrative processes and office procedures.
• Maintain departmental records, documentation, and filing systems.
• Coordinate contracts, vendor documentation, and service agreements as required.
• Build strong working relationships with leaders across the organization to facilitate effective communication and collaboration.
• Provide backup administrative support to other members of the leadership team, as required.
• Perform other related duties in support of the Vice President and department.

Required qualifications to be successful in this role:

• Diploma or degree in Business Administration, Office Administration, or a related discipline, or an equivalent combination of education and experience.
• Five or more years of progressively responsible executive administrative experience supporting senior leadership, preferably at the Vice President or Director level.
• Experience coordinating office operations, facilities, or workplace services.
• Demonstrated experience managing complex executive calendars and multiple competing priorities.
• Advanced proficiency with Microsoft , including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with expense management, purchasing, and financial administration systems.
• Exceptional organizational and project coordination skills.
• Excellent written and verbal communication skills with strong attention to detail.
• Proven ability to exercise sound judgment, maintain confidentiality, and manage sensitive information.
• Strong customer service orientation with the ability to build relationships at all levels of the organization.

Preferred Skills & Competencies

• Executive presence and professionalism.
• Highly organized with exceptional attention to detail.
• Ability to anticipate needs and proactively solve problems.
• Strong planning, prioritization, and time management skills.

Please note: the successful candidate would be required to be in the office 5 days per week to start.

CGI is providing a reasonable estimate of the pay range for this role. The determination of this range includes factors such as skill set level, geographic market, experience and training, and licenses and certifications. Compensation decisions depend on the facts and circumstances of each case. A reasonable estimate of the current range is $40,.00–$80,.00. This role is an existing vacancy.


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Skills:

• Administration
• Communication
• English
• MS Office
• Planning
• Scheduling