Regional Administration Coordinator (33459)

Executive & Administrative Support

• Proactively manage complex and dynamic executive calendars, meetings, and priorities.

• Coordinate detailed travel plans, itineraries, and logistics.

• Prepare, draft, and manage confidential correspondence and communications.

• Support leadership before, during, and after key meetings, including preparing materials, presentations, timelines, and action‑item follow‑through.

• Process, track, and reconcile expense reports.

• Maintain organized electronic and physical filing systems.

Stakeholder Coordination

• Act as a liaison between senior leadership and internal/external stakeholders, ensuring timely and accurate communication.
• Plan and coordinate workshops, large meetings, and stakeholder engagement activities.

Project & Operational Support

• Assist with project coordination, communication, and documentation as needed.
• Support reporting, information management, and process improvements across teams.
• Track deadlines, monitor progress, and help ensure organizational initiatives remain on schedule.

Document Control

• Execute document control processes using systems such as Aconex or Prism.
• Perform quality checks on incoming documents to ensure compliance with project and client standards.
• Maintain document registers, issue and distribute documentation, and prepare analytical and status reports.

Education

• Bachelor's degree in business, administration, or a related field preferred.
• Equivalent professional experience considered.

Experience

• 5+ years of experience supporting senior leaders in an executive assistant or advanced administrative role.
• Demonstrated experience in fast‑paced, high‑visibility environments.

Skills & Competencies

• Exceptional organizational and time‑management skills with the ability to balance multiple priorities.
• Strong written and verbal communication abilities.
• Demonstrated discretion, professionalism, and respect for confidentiality.
• Proficiency in Microsoft Office Suite; strong skills in preparing presentations and executive‑ready materials.
• Ability to anticipate needs, think proactively, and act with initiative.
• Strong interpersonal skills and the ability to work effectively across teams and functions.
• Strong confidence in using AI tools for streamlining work and processes