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.

• 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.

• 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.

• 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.

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

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

• 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