Administrative Support Coordinator jobs

Position: Executive and Events Coordinator
Location: Sudbury, Ontario
Reports to: President
Direct Reports: none

Job Overview:
The Executive & Events Coordinator plays a dual role supporting the President while also leading the planning and execution of customer-facing engagements and company events. This position requires a highly organized, proactive individual who can manage executive priorities with discretion while delivering polished, impactful experiences for customers and stakeholders.

Essential Duties & Responsibilities:

Executive Support

• Provide high-level administrative support to the President (calendar management, meeting coordination, travel arrangements, expense reporting).
• Act as a gatekeeper and liaison, managing communications with internal and external stakeholders.
• Prepare briefing materials, presentations, and reports in advance of meetings.
• Track action items and ensure follow-through on key initiatives and priorities.
• Maintain strict confidentiality and professionalism in all interactions.

Events & Customer Engagement

• Plan, coordinate, and execute customer-facing events, including site visits, executive meetings, trade shows, and special company events.
• Manage event logistics end-to-end (venue, travel, accommodations, catering, agendas, materials).
• Collaborate with internal teams (sales, marketing, operations) to ensure alignment on messaging and objectives.
• Create a seamless and professional experience for customers and partners during engagements.
• Support on-site execution, acting as the primary point of contact for event coordination.

Operations & Coordination

• Develop and maintain standardized processes for executive support and event planning.
• Manage budgets related to events and executive activities.
• Coordinate internal meetings, leadership offsites, and strategic planning sessions.
• Identify opportunities to improve efficiency and elevate the quality of engagements.

Core Skills:

Administrative & Organizational

· Strong prioritization, time management, and multitasking

· High attention to detail and ability to maintain structured systems

· Proficient in preparing and formatting documents, reports, and presentations

Technical

· Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint)

· Familiarity with information management systems

· Ability to manage and track project or structured data

· Experience with reporting or dashboards is an asset

Communication & Collaboration

· Clear, professional written and verbal communication

· Ability to work cross-functionally with technical and non-technical teams

· Strong customer service mindset with stakeholder coordination and follow-through

Project Coordination

· Highly self-directed; able to operate effectively with limited guidance or loosely defined processes

· Works in close alignment with the Product Management team to support timelines, deliverables, and tracking structures, including gathering inputs and maintaining visibility on progress

· Proactively identifies gaps, risks, and missing information, ensuring follow-ups are completed and escalating where needed

Qualifications & Experience

· 3-7 years in an administrative, coordinator, or similar role

· Experience supporting senior leadership, or executives preferred

· Demonstrated ability to manage multiple priorities in a fast-paced environment

· High level of discretion and professionalism

· Experience in engineering, manufacturing, or technical environments is an asset

Education

· Bachelor’s degree in business, engineering, or a related field preferred

“This job description is not limited to those duties specifically listed and can be changed at any time in order to adapt to business demands or organizational changes.”

Pay: $65,000.00-$80,000.00 per year

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Profit sharing
• RRSP match
• Vision care

Work Location: In person