Executive Assistant / Project Coordinator

Intelliswift Software Inc; Toronto; Hybrid; CAD 61,000 - 62,000; Full time

Job summary

A technology consulting company is seeking an Executive Assistant / Project Coordinator to provide senior-level administrative support in a dynamic environment. The ideal candidate should have 3-5 years of experience, strong team collaboration skills, attention to detail, and a relevant post-secondary degree. This hybrid position includes responsibilities such as coordinating department events, managing budgets, and mentoring junior administrative staff to enhance operational efficiency.

Qualifications

• 3-5 years of relevant experience in an administrative/professional support function.
• Demonstrating progressive responsibility.

Responsibilities

• Performs administrative and clerical tasks, providing professional support to Managers.
• Leads planning and coordinates department events.

Skills

Collaboration & team skills

Analytical and problem-solving skills

Attention to detail

Organizational skills

Education

Post-secondary degree in related field

Job description

Executive Assistant / Project Coordinator

Job ID : 25-09887

Job Title : Executive Assistant / Project Coordinator

Location : Toronto, ON M5X 1A1 (Hybrid – 4 days / week onsite)

Duration : 8 months

Contract Type : T4 only

Pay Rate : $29.65 / Hour

Role Mandate :

• Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports.
• The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Role Responsibilities Include (but are not limited to) :

• Leads the planning, coordinating, and implementing department events.
• Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and / or streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• Builds effective relationships with internal / external stakeholders.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatches outgoing communications. Answers central phone line, responding to and resolving / escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight / hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and / or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).

Must-Have Skills :

• 3-5 years of relevant experience in an administrative / professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Specialized knowledge from education and / or business experience.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Attention to detail & organizational skills – In-depth