The Administrative Assistant provides comprehensive administrative and operational support to a team of Directors, enabling the effective management of daily business activities and strategic priorities. This role is responsible for proactively coordinating schedules, communications, documentation, and administrative processes to ensure Directors are well prepared, priorities are effectively managed, and business operations run efficiently in a fast‑paced, collaborative environment.

Key Responsibilities:

Director & Executive Support

Provide administrative support to a team of Directors, including managing calendars, coordinating meetings, arranging conference calls/virtual meetings, and preparing meeting agendas

Assist the Director team with reviewing priorities, following up on commitments and requests, and ensuring timely completion of key tasks

Ensure Directors have all necessary documentation in advance of meetings, calls, and presentations

Provide back‑up coverage for departmental administrative assistants as required, including vacation, break, and lunch coverage

Complete other administrative and ad hoc duties as assigned by the Director team

Meeting, Presentation & Communication Management

Prepare presentations, reports, and briefing materials for internal and external audiences

Manage incoming email and correspondence on behalf of the Director team, resolving inquiries directly or redirecting them to the appropriate individual or department

Independently follow up on correspondence, requests, and outstanding issues to ensure timely and satisfactory resolution

Ensure appropriate delegation, follow‑up, and resolution of customer queries and requests for information received by the Director team

Planning, Reporting & Performance Metrics

Compile, analyse, and prepare weekly, monthly, quarterly, and annual summaries of departmental key performance indicators

Support Directors by tracking action items, deliverables, and follow‑ups related to departmental priorities and initiatives

Supporting with event planning and execution

Financial, Travel & Administrative Processes

Arrange domestic and international travel in accordance with company policy

Prepare and submit expense reports accurately and on time

Approve purchase requisitions and process, monitor, and follow up on departmental invoices to ensure timely payment

Maintain accurate paper and electronic filing systems, including shared digital files and documentation

Skills

Demonstrated commitment to providing a high level of customer service

Professional, courteous, and respectful approach when interacting with Directors, associates, and external partners

Strong sense of responsibility, accountability, and ownership of work

Ability to exercise discretion and maintain confidentiality at all times

Strong work ethic with flexibility to support business needs, including additional hours when required

Proven ability to anticipate scheduling conflicts, competing priorities, and time‑sensitive deliverables, and take appropriate action to mitigate issues

Ability to work independently in a fast‑paced environment while managing multiple priorities and meeting established deadlines

Strong attention to detail with the ability to minimise errors and omissions

Strong written and verbal communication skills

Ability to learn and adapt to new tools, systems, and technology as business needs evolve

Proficient in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, OneNote, and SharePoint

Experience

Minimum 5 years of experience providing administrative support to Directors or senior leadership

Experience managing complex calendars, meetings, and logistics in hybrid and virtual work environments

Comfortable working with shared digital files, document management systems, and collaboration platforms

Experience using expense management and travel systems (e.g. Concur or equivalent)

The pay range for this position is between $43,900.00 - $49,500.00