Vacancies

Position Overview

The Office Administrator provides administrative and coordination support to enable the effective functioning of the Front Office. The role requires strong organizational skills, sound judgment, and the ability to anticipate needs, manage priorities, and ensure timely follow-up on key actions.

Working closely with the Management team, the Office Administrator serves as a central coordination point, ensuring alignment, efficiency, and responsiveness across internal functions.

 

Key responsibilities

Executive Support and Coordination

• Manage the calendars of the Management team, ensuring effective prioritization of meetings and strategic use of time
• Organize travel arrangements, including itineraries, logistics, and supporting documentation
• Manage email correspondence on behalf of the Management team when delegated, including drafting responses and ensuring timely follow-ups
• Prepare briefs, background notes, and key documents to support decision-making
• Track and follow up on key action points, decisions, and priorities led by the Management team
• Proactively flag delays, risks, or bottlenecks and ensure timely resolution
• Support coordination between the Management and departmental teams to facilitate alignment and accountability

Meeting and Communication Support

• Coordinate leadership and team meetings, including agenda preparation and logistical arrangements
• Assist in preparing materials for high-level meetings, partnerships, and engagements
• Draft clear and structured meeting minutes, capturing decisions and action items
• Maintain records of key decisions, approvals, and strategic discussions
• Ensure timely flow of information and communication across departments linked to Management

Office and Administrative Management

• Maintain organized and efficient filing systems (digital and physical) for the Management Team
• Ensure proper documentation and archiving of records
• Oversee office administrative needs linked to the Management
• Support procurement processes, including tracking requests, documentation, and vendor coordination
• Contribute to management of office supplies in coordination with the relevant departments

Special Projects

• Provide coordination and administrative support to special initiatives at the request of Management
• Support ad hoc assignments requiring discretion, responsiveness, and attention to detail

 

Qualifications

Required

• Bachelor’s degree in business administration, public administration, or a related field
• A minimum of 2 years relevant professional experience in executive support, administration, or coordination roles
• Strong organizational and time management skills
• High level of discretion, professionalism, and judgment
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Attention to detail and accuracy
• Ability to manage multiple tasks and meet deadlines
• Fluency in English and French

Desired

• Experience supporting senior leadership
• Proactivity and problem-solving mindset
• Ability to work independently and as part of a team
• Strong interpersonal and coordination skills
• Adaptability in a dynamic work environment

 

This is better to foresee potential addition to Management