Administrative Assistant, Chief Administrative Office

Make your mark by enabling smooth executive operations for a senior leadership team. You’ll play a central role in coordinating meetings, materials, and follow-ups in a fast-paced environment. Join a team where organization, judgment, and service mindset directly support business outcomes. You’ll build strong partnerships across functions while strengthening your skills in executive support, governance coordination, and event logistics.

As an Administrative Assistant within the Chief Administrative Office, you will provide high-quality administrative and operational support to the Chief Administrative Officer and the leadership team. You will manage complex scheduling, coordinate meetings and materials, and drive timely follow-through on action items. You will partner across teams to support governance documentation, workplace operations, and key initiatives and events. You will use strong judgment, discretion, and communication to deliver a consistent, high-standard experience for stakeholders.

 Job responsibilities

• Manage executive calendars, meeting schedules, and travel arrangements.
• Coordinate meeting logistics, including invites, rooms/virtual details, and attendee alignment.
• Prepare agendas, briefing notes, and meeting materials in advance of leadership discussions.
• Track action items, owners, and due dates; follow up to support timely closure.
• Partner with cross-functional stakeholders to coordinate deliverables and leadership priorities.
• Support executive communications, presentations, and routine reporting.
• Maintain governance records, trackers, and documentation in line with internal requirements.
• Coordinate office logistics, visitor support, and onboarding-related administrative tasks.
• Support programs, workshops, engagement activities, and internal/external events.
• Process expenses, invoices, and procurement-related requests using established procedures.

Required qualifications, capabilities, and skills 

• Bachelor’s degree or equivalent practical experience
• At least 3 years of administrative or executive support experience
• Demonstrated ability to manage confidential information with professionalism and discretion
• Strong organization, prioritization, and time-management skills
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel)
• Ability to coordinate multiple stakeholders and deliverables in a fast-paced environment
• Attention to detail and ability to produce accurate, high-quality materials

Preferred qualifications, capabilities, and skills 

• Experience supporting senior leaders or leadership teams
• Experience in a corporate, shared services, or matrixed environment
• Experience coordinating events, workshops, or engagement activities
• Experience supporting workplace operations or office logistics