About Company
Empowering our team members with the autonomy to shape their careers is central to Career.zycto’s ethos. For an Administrative Coordinator, this means a supportive environment where your organizational prowess and proactive spirit are not just valued, but essential to our daily operations. We champion a culture of collaboration, innovation, and continuous improvement. Here, you’ll find ample opportunities to streamline processes, contribute meaningfully to team success, and enjoy a work-life balance that respects your personal commitments, all while supporting diverse professional initiatives.
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Job Description
Career.zycto is seeking a highly organized, proactive, and adaptable Administrative Coordinator to join our dynamic team in West Point Grey, Vancouver. This is a unique opportunity for an individual who thrives in a fast-paced environment and is passionate about providing exceptional administrative support with the added benefit of flexible working hours. In this pivotal role, you will be instrumental in ensuring the smooth and efficient operation of our office, acting as the backbone for various departments and projects. You will manage a diverse range of tasks, from scheduling and communication to data management and event coordination, all while contributing to a positive and productive workplace culture. We are looking for someone who can anticipate needs, solve problems creatively, and maintain a high level of professionalism and discretion. Your ability to juggle multiple priorities with a calm demeanor and a keen eye for detail will be crucial to your success. This position offers the chance to grow professionally, take initiative, and directly impact the efficiency and effectiveness of our operations, all within a framework that values work-life integration.
Our ideal candidate possesses strong interpersonal skills and enjoys being the go-to person for administrative queries and support. You will be an integral part of a team that values open communication, mutual respect, and a commitment to achieving shared goals. If you are looking for a role where your administrative expertise is celebrated and you can truly make a difference, we encourage you to apply. This role is designed for someone who can work autonomously, manage their time effectively, and contribute to a thriving professional environment both independently and collaboratively.
Key Responsibilities
- Manage and maintain executive and team calendars, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents with accuracy and attention to detail.
- Organize and coordinate internal and external meetings, including preparing agendas, taking minutes, and following up on action items.
- Maintain organized filing systems (digital and physical) and manage office supplies inventory, placing orders as needed.
- Assist with data entry, record keeping, and various administrative projects.
- Handle incoming calls and emails, directing inquiries to the appropriate personnel.
- Coordinate company events, workshops, and team-building activities.
- Process invoices, expense reports, and other financial documentation in coordination with the finance department.
- Act as a primary point of contact for internal and external stakeholders, providing a welcoming and professional demeanor.
- Implement and improve administrative processes to enhance efficiency and productivity.
- Support HR functions such as onboarding new employees and maintaining personnel records.
- Perform general office duties and support tasks as assigned to ensure seamless operations.
Required Skills
- Minimum 2-3 years of experience in an administrative or executive assistant role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Exceptional organizational and time management skills, with the ability to prioritize effectively.
- Strong written and verbal communication skills.
- Proven ability to maintain confidentiality and exercise discretion.
- Detail-oriented with a high level of accuracy.
- Ability to work independently and collaboratively in a team environment.
- Demonstrated problem-solving capabilities and proactive approach to tasks.
Preferred Qualifications
- Post-secondary education in Business Administration, Office Management, or a related field.
- Experience with project management software (e.g., Asana, Trello) or CRM systems.
- Familiarity with virtual meeting platforms and remote collaboration tools.
- Experience working in a fast-paced, professional services environment.
Perks & Benefits
- Competitive salary and performance-based bonuses.
- Flexible working hours to support work-life balance.
- Comprehensive health, dental, and vision benefits.
- Paid time off and holidays.
- Opportunities for professional development and career growth.
- Supportive and collaborative team culture.
- Modern office environment in a vibrant Vancouver neighborhood.
- Access to wellness programs and resources.
How to Apply
Interested candidates are encouraged to click on the application link below to submit their resume and a cover letter outlining their relevant experience and why they are a great fit for this role. Please ensure your cover letter specifically addresses your experience with flexible work arrangements.
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