We are seeking an experienced Administrative Assistant to provide high-level support to a C-Level Executive and Senior Vice President within one of the busiest departments in the organization. This role requires exceptional calendar management skills, the ability to anticipate needs, resolve scheduling conflicts quickly, and coordinate meetings with a wide range of internal and external stakeholders. The successful candidate will also provide administrative support to the entire department, assist in office relocation projects, and ensure smooth day-to-day operations.

This is an exciting opportunity for a candidate with proven success in government or public sector environments who thrives in a fast-paced, dynamic setting.

Roles and Responsibilities

• Manage the Executive’s calendar by liaising with internal and external stakeholders to schedule and confirm meetings.
• Resolve scheduling conflicts in a timely and efficient manner.
• Coordinate department-wide meetings and events, ensuring availability of all participants.
• Support office relocation preparation, including scanning, shredding, and disposing of documents/files.
• Prepare meeting materials, agendas, and presentations; set up audio-visual conferencing as required.
• Attend meetings, take minutes with clear action items, and ensure timely follow-up.
• Submit expense reports accurately and on schedule.
• Maintain organized filing systems and process records for archiving.
• Draft and prepare correspondence, reports, and other professional documents.
• Format, print, photocopy, and scan documents as required.
• Provide lunch coverage for Reception and support reception duties as needed.
• Perform additional administrative tasks as assigned to support the department and executives.

Qualifications and Skills

• Proven experience providing calendar management and administrative support to senior executives (C-Level, SVP, or equivalent).
• Demonstrated ability to prepare and distribute meeting materials, draft agendas, take minutes, and set up A/V.
• Experience submitting and tracking expense reports.
• Strong organizational and problem-solving skills, with the ability to manage competing priorities and shifting deadlines.
• Excellent oral and written communication skills, with professionalism in engaging internal staff, government officials, and consultants.
• High attention to detail with a focus on delivering superior-quality work.
• Ability to work independently with minimal supervision while contributing as a team player.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience in government agencies, public sector organizations, or development/construction industries considered an asset.