Title: Administrative Assistant
Location: Vancouver, BC
Work Arrangement: Hybrid Work Arrangement
Employment Type: Contract
About the Team
The team works with a leading enterprise collaboration and communications platform, with a strong focus on calling, meetings, and connected devices.
The organization supports features related to calls, meetings, and device integration, including connecting and supporting headsets, meeting-room technology, and workplace devices.
This role provides administrative and operational support within a highly collaborative, global technology organization.
Typical Day in the Role
The contractor will provide administrative and operational support across the organization. Responsibilities will include a combination of executive support activities, office coordination, hardware management, space management, travel, expenses, and team operations.
While the position includes calendar and scheduling responsibilities, calendar management will be a smaller portion of the role. The contractor will not report directly to or exclusively support one specific Executive Assistant.
A significant part of the role will focus on space management and hardware/device coordination.
Typical activities may include:
- Supporting executive leadership and business teams with administrative and operational activities.
- Managing and coordinating meetings and calendars as required.
- Supporting time management and scheduling activities.
- Coordinating domestic and international travel arrangements.
- Supporting visa-related travel coordination.
- Preparing and processing expense reports.
- Managing office space, seating, workspace, and related organizational requirements.
- Coordinating hardware and device requirements for employees and teams.
- Supporting meeting-room and workplace technology needs.
- Partnering with Business Administrators, Chiefs of Staff, leadership teams, and cross-functional stakeholders.
- Coordinating communications and maintaining organizational information.
- Supporting special projects and business operations.
- Providing administrative support for team meetings, events, morale activities, and organizational initiatives.
- Helping ensure priorities and administrative tasks are completed accurately and on time.
Key Projects / Areas of Focus
This role will contribute to:
- Space and workspace management.
- Hardware and device management.
- Administrative and executive support.
- Travel and visa coordination.
- Expense management.
- Meeting and calendar coordination.
- Team event and meeting logistics.
- Cross-functional business operations.
- Organizational and administrative projects supporting a large technology organization.
Required Experience
- 1+ year of administrative, customer service, operations, or office support experience.
- Strong organizational and time-management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong written and verbal communication skills.
- Excellent attention to detail.
- Ability to handle confidential and sensitive information professionally.
- Strong collaboration and stakeholder-management skills.
Top 3 Must-Have Hard Skills
- Outlook Calendar & Meeting Management
Experience: 1+ year
Experience using Outlook to coordinate meetings, schedules, invitations, and related administrative activities.
- Productivity and Collaboration Applications
Experience: 1+ year
Hands-on experience with commonly used workplace productivity tools, including:
- Teams or similar collaboration platforms
- Word
- Excel
- PowerPoint
- Outlook
- Administrative Support & Organizational Coordination
Experience: 1+ year
Experience supporting scheduling, administrative processes, organizational activities, meetings, logistics, and day-to-day business operations.
Preferred / Best-Fit Experience
The strongest candidates will have experience with:
- Enterprise collaboration platforms such as Teams
- Space/workplace management
- Hardware and device management
- Administrative or executive support
- Productivity and collaboration tools
- Meeting and scheduling coordination
- Travel coordination
- Expense management
- Event and team logistics
- Supporting senior leadership and cross-functional stakeholders
Experience supporting technology organizations or working in a large corporate environment would be beneficial.
Best vs. Average Candidate
An average candidate will have general administrative experience and familiarity with workplace productivity tools.
The best-fit candidate will demonstrate:
- Previous experience working with enterprise collaboration tools.
- Strong space/workplace management experience.
- Strong hardware/device management experience.
- Proven administrative and organizational coordination skills.
- Experience supporting multiple stakeholders rather than exclusively supporting one executive.
- Strong proficiency across productivity and collaboration applications.
- Ability to work independently while managing multiple competing priorities.
Performance Measurement
Contractor performance will be evaluated based on:
- Timely and accurate completion of assigned tasks.
- Effective calendar and meeting coordination.
- Responsiveness to stakeholders and leadership requests.
- Accuracy and quality of communications and documentation.
- Effective management of hardware, space, and administrative requests.
- Ability to meet deadlines and manage competing priorities.
- Professionalism and reliability.
- Collaboration with cross-functional stakeholders.
- Strong attention to detail.
Hard Skills Assessment / Interview Process
The assessment process is expected to include 1–2 rounds.
Candidates may meet with:
- The hiring sponsor
- Full-time team members
- An Administrative professional
Expected Assessment Dates: To be determined
Why Candidates May Be Interested
This position provides an opportunity to support senior leaders within a large global technology organization while gaining exposure to a highly collaborative business environment.
The contractor will have the opportunity to build experience across:
- Collaboration and workplace technology
- Executive and administrative operations
- Hardware and device coordination
- Space management
- Cross-functional business partnerships
- Event and meeting logistics
- Business management processes
The role is particularly suitable for candidates looking to build broader administrative, organizational, and operational experience beyond traditional calendar-focused executive support.
