About Company
Career.zycto champions seamless operational efficiency and a supportive work culture, fostering growth across various professional landscapes. We believe that a well-organized environment is the bedrock of success, empowering our teams to deliver their best. For an Administrative Coordinator, Career.zycto offers a dynamic setting where your organizational prowess directly contributes to our collective achievements. You’ll find a collaborative atmosphere that values initiative and provides the flexibility needed to balance professional and personal life, making it an ideal place to develop your administrative career.
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Job Description
Career.zycto is seeking a highly organized, proactive, and adaptable Administrative Coordinator to join our vibrant team in Alta Vista, Ottawa. This unique opportunity offers flexible hours, recognizing the importance of work-life integration while maintaining our commitment to operational excellence. As an Administrative Coordinator, you will be the backbone of our daily operations, providing essential support across various departments and ensuring the smooth flow of information and processes. Your role is critical in fostering an efficient and productive environment, allowing our teams to focus on their core objectives.
We are looking for someone who thrives in a dynamic setting, possesses exceptional multitasking abilities, and can anticipate needs before they arise. You will be responsible for managing complex calendars, coordinating meetings, preparing detailed reports, handling correspondence, and maintaining comprehensive digital and physical filing systems. Beyond routine administrative tasks, you will play a key role in special projects, event planning, and improving existing administrative procedures to enhance overall efficiency. Your meticulous attention to detail and ability to prioritize will be invaluable in this fast-paced role.
The flexible hours component means we are looking for a professional who can effectively manage their time and workload, potentially adjusting their schedule to accommodate critical business needs while also benefiting from a balanced work week. Whether it’s starting earlier or finishing later on certain days, or having a blend of in-office and remote work, we believe in empowering our team members with the autonomy to manage their time effectively, ensuring both productivity and personal well-being. This isn’t just a job; it’s an opportunity to shape an integral support function within a forward-thinking company that values its employees.
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If you are a resourceful problem-solver with a knack for organization and a desire to contribute meaningfully to a collaborative environment, we encourage you to apply. This role is perfect for someone who excels at managing diverse responsibilities, enjoys a degree of autonomy, and is looking for a role that truly appreciates their contribution to operational success. Join Career.zycto and become an indispensable part of our mission to drive efficiency and excellence.
Key Responsibilities
- Manage and maintain executive and team calendars, scheduling appointments and meetings efficiently.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Organize and coordinate internal and external meetings, including preparing agendas, taking minutes, and distributing materials.
- Develop and maintain a highly organized filing system for both physical and electronic documents.
- Handle incoming calls and correspondence, directing inquiries to the appropriate personnel.
- Assist with data entry, report generation, and basic financial tasks such as expense reporting.
- Coordinate office supplies, equipment maintenance, and general office upkeep as needed.
- Support special projects and events, from planning to execution, ensuring successful outcomes.
- Implement and improve administrative processes to enhance efficiency and productivity.
- Act as a primary point of contact for internal and external stakeholders, maintaining professionalism and discretion.
Required Skills
- Proven experience as an Administrative Coordinator or similar role (3+ years)
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Excellent written and verbal communication skills
- Strong organizational and planning skills with meticulous attention to detail
- Ability to prioritize tasks and manage time effectively in a fast-paced environment
- Discretion and confidentiality
- Problem-solving and proactive thinking
- Adaptability and ability to work with flexible hours
Preferred Qualifications
- Post-secondary education in Office Administration, Business, or a related field
- Experience with project management tools (e.g., Asana, Trello)
- Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams)
- Ability to work independently with minimal supervision
- Experience in a professional services or recruitment environment
Perks & Benefits
- Competitive salary and benefits package
- Flexible working hours to support work-life balance
- Opportunities for professional development and growth
- Collaborative and supportive team environment
- Modern office space in Alta Vista, Ottawa
- Paid time off and holidays
How to Apply
Interested candidates are encouraged to click on the application link below to submit their resume and a cover letter detailing their relevant experience and interest in a flexible hours role. Please highlight how your skills align with the requirements of this position. We thank all applicants for their interest, but only those selected for an interview will be contacted.
