Administrative Coordinator

Ascend Partners Inc.; Ontario; On-site; CAD 40,000 - 60,000; Full time

Job summary

Ascend Partners Inc. is seeking an Administrative Coordinator to manage calendars, documents, and vendor communications efficiently. The role involves coordinating meetings, maintaining filing systems, and providing administrative support. Ideal candidates will have 1-3 years of experience and proficiency in Microsoft Office, alongside strong organizational and communication skills.

Qualifications

• 1-3 years of experience in administrative support roles.
• Proficiency in Microsoft Office suite.
• Familiarity with calendar management tools.

Responsibilities

• Manage calendars, documents, and vendor communications.
• Coordinate meetings and maintain electronic filing systems.
• Assist with travel arrangements and provide ad-hoc support.

Skills

Organizational skills

Time management

Attention to detail

Communication

Problem-solving

Education

High School Diploma

Tools

Microsoft Office

Calendar management tools

Job description

Position Summary: We are seeking an Administrative Coordinator who is available to work 9am to 5pm EST, Monday through Friday, and is responsible for efficiently managing calendars, documents, and vendor communications. They streamline administrative processes, coordinate meetings, maintain electronic filing systems, manage office supplies, assist with travel arrangements, handle correspondence, update databases, support event logistics, and provide other ad-hoc administrative support as needed.

Position Responsibilities:

• Available to work 9am to 5pm EST, Monday through Friday.
• Calendar Management: Efficiently manage and coordinate schedules, appointments, and meetings for multiple team members of the C-Suite level.
• Document Management: Update resumes, organizational charts, and job profiles as required. Maintain and ensure the accuracy of administrative records.
• Vendor Liaison: Communicate with vendors for bookings
• Process Improvement: Identify opportunities to streamline administrative processes and implement enhancements.
• Coordinating Meetings: Arrange and schedule meetings, prepare comprehensive agendas, and ensure relevant materials are distributed in a timely manner.
• Folder/File Maintenance: Implement and manage electronic filing systems, ensuring documents are properly categorized, archived, and readily accessible.
• Office Supplies Management: Monitor inventory levels of office supplies and place orders as needed to ensure uninterrupted office operations.
• Travel Coordination: Assist in making travel arrangements for team members, including booking flights, hotels, and transportation.
• Correspondence Handling: Manage incoming and outgoing correspondence, including sorting and distributing mail and drafting routine communications.
• Database Management: Assist in maintaining and updating various databases and records, ensuring accuracy and completeness of information.
• Event Coordination Support: Provide logistical support for company events, including venue coordination, catering arrangements, and managing RSVPs.
• Administrative Support: Assist with ad-hoc administrative tasks and projects as assigned by management.

Desired Skills and Experience

Knowledge and Experience:

• Minimum 1-3 years of proven experience in administrative support roles.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook).
• Familiarity with calendar management tools (e.g., Microsoft Outlook).
• Experience in maintaining electronic and physical filing systems.

Personal Attributes:

• Adaptability and flexibility to adjust to changing priorities and workload.
• Excellent organizational and time management skills.
• Attention to detail and accuracy in correspondence, file management, and scheduling.
• Ability to prioritize tasks and meet deadlines.
• Strong communication and interpersonal skills.
• Proactive problem-solving and multitasking abilities to handle various responsibilities simultaneously.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Ascend Partners, a trusted advisor in Enterprise Performance Management (EPM) consulting, proudly serves our clients globally from our headquarters in New York, NY. Ascend focuses exclusively on the OneStream platform, delivering sophisticated implementations for organizations around the world. Our global experience, deep product knowledge, and alignment with OneStream’s commitment to quality and 100% customer success make us their most trusted Diamond partner.

Ascend Partners does not discriminate against applicants or employees because of their race, creed, color, age, religion, gender, disability, sexual orientation, marital status, military status, national origin, or ancestry. We are committed to fostering an inclusive and equitable workplace where all employees and partners are valued, respected, and supported.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  IT Services and IT Consulting

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