Administrative Project Coordinator

Administrative Project Coordinator

The Administrative Project Coordinator will provide administrative, scheduling, and coordination support for a marketing leadership team. This role will help keep team operations organized and moving by supporting calendars, meetings, follow ups, documentation, expenses, email monitoring, and general administrative needs. The ideal candidate is highly organized, detail oriented, proactive, and comfortable supporting multiple senior leaders in a fast-paced corporate environment. This person should be able to manage competing priorities, communicate clearly, and help create structure across day-to-day team activity.

Administrative & Executive Support
• Provide administrative support for multiple senior leaders, including calendar management, scheduling, and meeting coordination.
• Coordinate internal and external meetings, including guest logistics, meeting preparation, agendas, materials, and follow-ups.
• Monitor and help manage email communications as needed.
• Prepare meeting materials, recap notes, action items, and follow-up documentation.
• Support expense reporting and basic administrative processes.
• Help organize team files, documents, and shared resources.

Meeting & Team Coordination
• Support planning and coordination for team meetings, leadership meetings, and partner meetings.
• Coordinate logistics for guests attending meetings, including arrival details, agendas, materials, and follow-up needs.
• Track meeting outcomes, action items, decisions, and next steps.
• Help ensure team members have the information and materials needed for upcoming meetings and deadlines.

Data Collection & Documentation
• Collect and organize information from team members, partners, and stakeholders.
• Maintain accurate records, documents, and trackers to support team operations.
• Assist with preparing reports, summaries, presentations, and status updates.
• Ensure files and shared materials are organized, current, and easy to access.

Project & Operational Support
• Provide light project coordination support across team initiatives.
• Track deadlines, deliverables, and follow-up items.
• Help support team workflow, communication, and organization.
• Identify opportunities to improve organization, documentation, and administrative processes.
• Support additional administrative and coordination needs as assigned.

Required qualifications to be successful in this role:
• 3+ years of experience in administrative support, executive assistance, project coordination, team coordination, or a related role.
• Experience supporting senior leaders or multiple stakeholders preferred.
• Strong organizational, time management, and follow-up skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Comfortable managing multiple priorities in a fast-paced environment.
• Proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Teams.
• Ability to work independently, take initiative, and anticipate team needs.
• Professional, polished, discreet, and collaborative.
• Experience in marketing, brand, entertainment, agency, or corporate environments is a plus.
• Ability to flex in hours.

Skills:

What you can expect from us:
Together, as owners, let's turn meaningful insights into action. Life at CGI is rooted in ownership, teamwork, respect and belonging. Here, you'll reach your full potential because… You are invited to be an owner from day 1 as we work together to bring our Dream to life. That's why we call ourselves CGI Partners rather than employees. We benefit from our collective success and actively shape our company's strategy and direction.

Your work creates value. You'll develop innovative solutions and build relationships with teammates and clients while accessing global capabilities to scale your ideas, embrace new opportunities, and benefit from expansive industry and technology expertise. You'll shape your career by joining a company built to grow and last. You'll be supported by leaders who care about your health and well-being and provide you with opportunities to deepen your skills and broaden your horizons.

Come join our team—one of the largest IT and business consulting services firms in the world.