Executive Office Administrator

New Flyer is North America’s heavy-duty transit bus leader, providing sustainable mobility solutions through transit buses, technology, and infrastructure. New Flyer is a subsidiary of NFI Group, a leader in propulsion agnostic bus and coach mobility solutions. Building on its 90+ year legacy of innovation, New Flyer is the only manufacturer offering all three types of zero-emission transit buses, with over 1,900 zero-emission buses delivered to date. New Flyer actively supports over 35,000 heavy-duty transit buses currently operated by approximately 500 agencies.

POSITION SUMMARY:

Reporting directly to the Executive Assistant to the CEO, the Executive Office Administrator provides administrative and coordination support to the CEO Office and senior leadership, helping enable effective decision-making, communication, and execution across the organization.

This role supports leadership by coordinating schedules, meetings, communications, presentations, travel, and executive office priorities. The successful candidate will be proactive, confident, highly organized, and capable of anticipating needs, strengthening coordination, and supporting the effective execution of key business priorities.

WHY JOIN US:

• Be part of a team leading the world’s electrification of mass mobility.
• Competitive wages and comprehensive benefits package with immediate benefit eligibility.
• Paid holidays and vacation.
• Registered pension plan with generous company match.
• Be part of a company passionate about creating a better product, workplace, and world.
• Inclusive workplace culture that values and empowers team members.
• On-the-job training in a continuous learning environment—we invested $15.9 million in employee learning and development in 2024.
• Advancement opportunities within our family of companies.
• We are proudly named one of Manitoba’s Top Employers.

WHAT YOU WILL DO:

Scheduling and Calendar Management:

• Coordinate calendars, meetings, appointments, and executive commitments for the CEO Office under the direction of the Executive Assistant.
• Manage meeting invitations, confirmations, calendar updates, and related scheduling logistics.
• Proactively identify conflicts, competing priorities, and scheduling gaps, recommending practical solutions to optimize executive time.

Email and General Communication:

• Draft, proofread, format, and distribute emails, letters, presentations, reports, and internal communications.
• Monitor shared inboxes, prioritize incoming requests, and support timely and professional responses.
• Track correspondence, commitments, follow-up items, and deliverables through completion.
• Handle sensitive and confidential information with discretion and professionalism.

Document Preparation and Organization:

• Prepare presentations, reports, briefing materials, spreadsheets, and other executive documents using Microsoft Office applications.
• Conduct basic research and compile background information to support executive briefings and decision-making.
• Maintain organized electronic filing systems, templates, records, and shared resources.

Meeting and Event Coordination:

• Coordinate leadership meetings, executive visits, facility tours, and internal or external events.
• Arrange meeting rooms, technology, agendas, catering, presentation materials, and other logistical requirements.
• Take meeting notes and track decisions, action items, owners, deadlines, and follow-up requirements.

Operational Support:

• Coordinate travel arrangements, itineraries, accommodations, expense submissions, and related inquiries.
• Support executive office processes, including reporting cycles, sponsorship tracking, leadership meetings, and recurring executive activities.
• Coordinate assigned projects, timelines, action items, and recurring processes.
• Provide backup administrative coverage during absences of the Executive Assistant, as required.

Liaison and Coordination:

• Serve as a professional point of contact between the Executive Office, senior leaders, internal departments, and external stakeholders.
• Coordinate across teams to gather information, resolve administrative issues, and support timely completion of priorities.
• Build effective working relationships across the organization to support clear communication and efficient information flow.
• Provide administrative and coordination support to members of the Global and Executive Leadership Teams as business needs evolve.
• Support additional executive office priorities and projects assigned.

WHAT YOU NEED TO BE SUCCESSFUL:

• Post-secondary education in business administration, office administration, or related fields.
• 1-3+ years of demonstrated administrative or coordination experience supporting senior leadership within a large, complex corporate organization is strongly preferred.
• Demonstrated ability to build trusted partnerships with senior leaders and work effectively with employees, visitors, and external stakeholders.
• Strong proficiency in Microsoft Office Suite, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills, with strong attention to detail in preparing, proofreading, and formatting professional corporate and executive-level materials.
• Ability to manage competing priorities, respond to changing needs, and take initiative to resolve issues.
• Strong judgment and discretion when handling confidential or sensitive information.
• Ability to work independently while remaining collaborative, responsive, and adaptable.
• Flexibility to work across multiple NFI Group locations in Winnipeg and occasionally support meetings or events outside regular business hours as required.

Travel Required between Canada & US: 2%

OUR WHY: We exist to move people. Our mission is to design, deliver, and support market-leading bus and motorcoach solutions that are safe, accessible, efficient, and reliable. Our values—safety, quality, integrity, accountability, teamwork, and sustainability—are at the core of everything we do. NFI Group | We Move People - YouTube

Leveraging 450 years of combined experience, NFI offers a wide range of propulsion-agnostic bus and coach platforms, including market leading electric models. Through its low- and zero-emission buses and coaches, infrastructure, and technology, NFI meets today’s urban demands for scalable smart mobility solutions. Together, NFI is enabling more livable cities through connected, clean, and sustainable transportation. News and information is available at www.nfigroup.com, www.newflyer.com, www.mcicoach.com, nfi.parts, www.alexander-dennis.com, arbocsv.com, and carfaircomposites.com.

NFI Group is committed to administering all employment matters in accordance with the value we place on fostering an inclusive and welcoming workplace that values the contributions of all team members. We ensure that all employment decisions are based upon merit and comply with applicable employment legislation and requirements. Accommodations are available at all stages of the recruitment process