Job Summary
The Administrative Coordinator provides high-level administrative support to the Senior Vice Presidents and Senior Leadership Team. This role reports directly to the Senior Executive Assistant and is crucial in ensuring the smooth and efficient operation of executive functions, including scheduling, communication, and coordination. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities simultaneously. Please note: This is an onsite role, requiring you to be in the office 5 days a week at our head office in Toronto, ON. Duties & Responsibilities Provide comprehensive administrative support to Senior Vice Presidents and the Senior Leadership Team Contribute to the efficient operation of the office by providing support to the Senior Executive Assistants and Office Administrator Manage complex calendars, including scheduling meetings, appointments, and travel arrangements Coordinate, prepare and review materials for meetings, presentations, and other documents Track project timelines, deliverables, and follow-ups to ensure timely completion Assist with passenger bookings, flight changes, complaints and all other passenger requests brought to the executive office Handle confidential information with discretion and professionalism Perform as a point of contact between the executive office and internal/external stakeholders Prepare and process expense reports and other financial documentation Conduct research and gather information as needed for various projects Support the planning and execution of company events Support catering orders and clean-up for on-site meetings and events Order office supplies and manage inventory for the office Address day-to-day situations through flexible problem solving either individually or in consultation with others Provide basic technical support to team members to facilitate connecting to wifi, printing documents, connecting to and configuring video conferencing equipment, etc. Assist with printing, photocopying, collating, distributing and retrieving documents Actively participate in Porter’s Safety Management System (SMS) including, reporting hazards and incidents encountered in daily operations; understand, comply and promote the Company Safety Policy Participate in health and safety efforts for the locations; updates health and safety and policy and procedures binders and boards under the direction of the Manager, Health and Safety Other duties as assigned to meet the needs of the executive team and the organization Behavioural Competencies Concern for Safety: Identifying hazardous or potentially hazardous situations and taking appropriate action to maintain a safe environment for self and others. Teamwork: Working collaboratively with others to achieve organizational goals. Passenger/Customer Service: Providing service excellence to internal and/or external customers (passengers). Initiative: Dealing with situations and issues proactively and persistently, seizing opportunities that arise. Results Focus: Focusing efforts on achieving high quality results consistent with the organization’s standards. Fostering Communication: Listening and communicating openly, honestly, and respectfully with different audiences, promoting dialogue and building consensus. Qualifications Minimum of 2-5 years of related experience providing support in an office environment and supporting senior executives Excellent customer service skills Knowledge of Google Suite, including Gmail Understanding of office practices and procedures Strong verbal and written communication skills, initiative, organizational skills, and time management Team player with great collaboration skills Proven ability to multi-task and manage activities with varying priorities Strong attention to detail, with the ability to be adaptable and flexible with requests Ability to work independently and problem solve
Administrative Coordinator • Toronto, Canada
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