Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative Coordinator to join our team.

This role provides administrative and operational support to company ownership, senior management, and various departments. The successful candidate will be responsible for coordinating meetings, preparing HR documentation, managing administrative requests, maintaining organized records, and ensuring day-to-day administrative activities run efficiently.

The ideal candidate is a dependable, resourceful skilled who takes initiative, manages competing priorities effectively, and can work independently in a fast-paced environment. Strong communication skills, discretion, and the ability to follow through on assignments are essential.

Key Responsibilities

Executive & Management Support

- Provide day-to-day administrative support to company ownership and senior management.
- Coordinate and follow up on administrative requests, special assignments, and projects from ownership.
- Prepare correspondence, reports, presentations, and other business documents as required.
- Assist with organizing information, gathering updates, and coordinating tasks across departments.
- Track outstanding action items, deadlines, and follow-ups to ensure timely completion.
- Handle confidential and sensitive business information with professionalism and discretion.

Meeting & Calendar Coordination

- Schedule and coordinate internal and external meetings, including management and leadership meetings.
- Prepare meeting agendas, supporting materials, presentations, and meeting packages.
- Attend meetings as required, record meeting minutes, and document key decisions and action items.




- Follow up with responsible team members on outstanding tasks and deadlines.
- Coordinate meeting logistics, including room bookings, invitations, and virtual meeting arrangements.
- Maintain organized meeting records and ensure relevant documents are distributed appropriately.

Human Resources Administration

- Assist with preparing employment agreements, offer letters, onboarding packages, and other HR documentation using approved templates.
- Coordinate administrative aspects of employee onboarding and offboarding.
- Maintain organized and confidential employee files and HR records.
- Assist with collecting, tracking, and filing employee forms, acknowledgements, and other required documentation.
- Support recruitment administration, including interview scheduling and candidate communications.
- Coordinate with HR and Payroll to ensure employee documentation is completed and submitted accurately and on time.
- Provide general administrative assistance for HR-related initiatives and activities.

General Administration & Office Coordination

- Prepare, format, proofread, and organize correspondence, spreadsheets, reports, and presentations.
- Maintain electronic filing systems and shared document repositories, including SharePoint and OneDrive.
- Assist with office administration,



document management, and internal communications.
- Coordinate with internal departments and external contacts to obtain information and complete administrative tasks.
- Assist with organizing company events, staff meetings, and internal activities.
- Support process improvements and help develop standardized administrative procedures.
- Perform other administrative duties and special projects as assigned.

Qualifications & Experience

- Minimum 3 years of experience in an administrative coordinator, executive assistant, office administrator, or similar role.
- Post-secondary education in business administration, office administration, or a related field is preferred.
- Previous experience supporting senior management or company executives is an asset.
- Experience with HR documentation, employee onboarding, or recruitment administration is preferred.
- Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience with SharePoint, OneDrive, and electronic document management systems is an asset.
- Excellent written and verbal communication skills.
- Strong organizational skills with exceptional attention to detail.
- Ability to manage multiple priorities, meet deadlines, and adapt to changing requirements.
- Demonstrated ability to handle confidential information with discretion and professionalism.
- Strong problem-solving skills and the ability to work independently with minimal supervision.

Pay: $55,000.00-$65,000.00 per year

Benefits

- Dental care
- Extended health care
- On-site parking
- Paid time off

Work Location: In person

📌 Administrative Coordinator (Kingston)
🏢 Patry Group of Companies
📍 Kingston