Administrative Assistant​/Facilities Coordinator

Position

Description:

We are seeking a highly organized, proactive, and professional Administrative Assistant & Facilities Coordinator to provide executive-level administrative support to the Vice President while overseeing workplace and facilities coordination for a dynamic business unit.

This trusted role requires exceptional organizational skills, discretion, sound judgment, and the ability to anticipate the needs of senior leadership. The successful candidate will act as a key liaison between the Vice President, senior leaders, employees, external partners, and building management, ensuring seamless administrative operations and an exceptional workplace experience.

Your future duties and responsibilities:

• Provide comprehensive executive administrative support to the Vice President, managing competing priorities with professionalism and discretion.

• Manage a complex and frequently changing calendar, ensuring strategic prioritization of meetings, travel, and commitments.

• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and expense reconciliation.

• Prepare, edit, and format executive correspondence, reports, presentations, briefing materials, and meeting packages.

• Coordinate leadership meetings, town halls, and executive events, including agendas, logistics, presentation materials, meeting minutes, and follow-up actions.

• Manage confidential and highly sensitive information with the highest level of integrity and discretion.

• Monitor and prioritize incoming communications, responding independently where appropriate and escalating matters requiring executive attention.

• Track key action items, deadlines, and deliverables on behalf of the Vice President and leadership team.

• Support departmental budgeting activities through purchase requests, invoice processing, expense reporting, and financial tracking.

• Assist with special projects, strategic initiatives, and organizational priorities as assigned.

Facilities & Workplace Coordination

• Serve as the primary liaison with building management, landlords, security, and external service providers.

• Coordinate office maintenance, repairs, workspace planning, office moves, furniture requests, and workplace improvements.

• Manage office supply inventories, equipment procurement, and vendor relationships.

• Coordinate onboarding logistics for new employees, including workspace setup, office access, and equipment requests.

• Support offboarding activities, including workspace recovery and building access coordination.

• Oversee office access cards, visitor management, and workplace security processes.

• Coordinate workplace health and safety initiatives, emergency preparedness activities, and compliance with corporate policies.

• Organize employee engagement activities, recognition events, meetings, and workplace celebrations.

• Identify opportunities to improve office operations, workplace efficiency, and the overall employee experience.

Office & Business Operations

• Develop, maintain, and continuously improve administrative processes and office procedures.

• Maintain departmental records, documentation, and filing systems.

• Coordinate contracts, vendor documentation, and service agreements as required.

• Build strong working relationships with leaders across the organization to facilitate effective communication and collaboration.

• Provide backup administrative support to other members of the leadership team, as required.

• Perform other related duties in support of the Vice President and department.

Required qualifications to be successful in this role:

• Diploma or degree in Business Administration, Office Administration, or a related discipline, or an equivalent combination of education and experience.

• Five or more years of progressively responsible executive administrative experience supporting senior leadership, preferably at the Vice President or Director level.

• Experience coordinating office operations, facilities, or workplace services.

• Demonstrated experience managing complex executive calendars and multiple competing priorities.

• Advanced proficiency with Microsoft , including Outlook,…