Overview
The Administrative Coordinator provides executive administrative support to senior leaders and supports the administrative and operational needs of a new Canada office.
Key Responsibilities
- Serve as the primary administrative partner to Airbel’s Chief Research & Innovation Officer (CRIO), managing calendar, anticipating needs, and prioritizing demands.
- Provide executive administrative support to Airbel’s Senior Leadership Team, managing competing priorities and driving alignment.
- Coordinate domestic and international travel, including itinerary development, visa coordination, and briefing materials.
- Ensure timely and accurate expense reconciliation.
- Prepare and manage meeting logistics, including agenda development, briefing document compilation, note-taking, and follow-up tracking.
- Provide end-to-end logistical support for Airbel Advisory Board work and meetings.
- Identify opportunities to improve administrative systems, workflows, and processes.
- Support IRC Canada governance and compliance by coordinating board and member meetings.
- Manage finance and procurement processes for IRC Canada, including purchase card reconciliation, procurement requests, and invoice processing.
- Liaise with Finance on budget tracking and support expense reporting.
- Prepare consultant and vendor agreements.
- Support onboarding of new hires for IRC Canada.
- Provide administrative and logistical support to the IRC Canada President.
Required Experience
- 4–6 years of professional experience, preferably with an international NGO or global organization.
- Proven ability to balance multiple priorities in a fast-paced environment.
- Experience supporting senior leaders with scheduling, communications, and administrative tasks.
- Strong interest in research and innovation in the humanitarian sector.
- Flexible, proactive, and solutions-focused approach.
- Strong interpersonal skills, with the ability to collaborate well across diverse groups and time zones.
- Dedication to excellent customer service and timely problem-solving.
Qualifications
Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint).
