Office Support Coordinator

ABOUT THIS ROLE:

This is an entrylevel opportunity designed for a motivated, organized, and service-oriented individual looking to build a career in executive support and business operations. In this role, you will partner closely with senior leaders, gaining exposure to how the business operates while developing strong organizational, communication, and problem-solving skills.

You will support day-to-day administrative activities, coordination, and communication for executives, while also leveraging modern tools (including AI) to improve efficiency and effectiveness. This role offers significant learning, variety, and opportunities to grow within a collaborative environment with evolving priorities. This role also plays a critical part in ensuring consistent executive and operational support by providing coverage across leadership needs, contributing to AI-enabled transformation initiatives, and maintaining continuity of support across executive assistants and front-of-office functions

HOW YOU'LL MAKE AN IMPACT:

Administrative Support

• Provide dedicated and ongoing executive support to assigned leaders, ensuring continuity and effectiveness of support aligned with evolving business needs.
• Contribute to advancing AI transformation within the executive support function by adopting and applying AI tools to improve efficiency, insights, and ways of working.
• Ensure seamless coverage across the Executive Assistant team, providing backup support during absences, vacations, or peak periods to maintain uninterrupted executive operations.
• Provide reception support when required, ensuring continuity of service and enabling Facilities and workplace teams to focus on their core responsibilities.
• Assist with travel coordination, including bookings, itineraries, and logistics.
• Process expense reports and maintain basic budget tracking as needed.

Digital & AI Enablement

• Use AI tools (e.g., Claude, Grok, OpenAI, and/or others) to:
  • Draft and improve emails, documents, and presentations
  • Summarize meetings, notes, and key information into actionable insights
  • Support preparation of meeting briefs by compiling relevant background information and key points.
  • Help identify opportunities to automate or streamline repetitive administrative tasks.
  • Maintain organized digital files and materials using modern tools and systems.
  • Apply sound professional judgment when using AI tools, ensuring accuracy, professionalism, and confidentiality of information.

Competencies:

• Well organized with attention to detail
• Strong written and verbal communication skills
• Proactive, eager to learn, and adaptable in a collaborative environment with evolving priorities
• Strong interpersonal skills and ability to collaborate across teams
• Demonstrates sound judgment and professionalism when handling sensitive information
• Digitally curious with willingness to adopt new tools and technologies
• Strong problem-solving skills, with the ability to assess situations, identify options, and recommend practical solutions in a fast-paced, dynamic environment

Skills

• Proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel)
• Strong time management and prioritization skills
• Ability to multitask and manage competing priorities with guidance
• Basic project coordination and organizational skills
• Familiarity with collaboration tools (e.g., Teams, Zoom)
• Ability to understand a process and drive automation
• Comfort using AI-enabled tools to enhance productivity, automate routine tasks, and support executive workflows

Suggested Qualifications/Experience:

• New or recent graduate, with strong execution, communication and collaboration skills
• Internship, co-op, or academic project experience supporting teams or leaders is an asset
• Demonstrated interest in AI, administrative support, operations, or business coordination
• One or more examples of exceptional contributions or achievements

This is an in person role with in office expectation of at least 4 days per week from D2L's HQ in Kitchener, Ontario

This position is to fill an existing vacancy