Operations & Executive Support Coordinator

This role is for one of the Weekday's clients

Min Experience: 2 years

Location: Toronto

JobType: full-time

We are looking for a highly organized and proactive Operations & Executive Support Coordinator to manage core administrative workflows and ensure seamless day-to-day office functioning. This is a hands-on, onsite role suited for a dependable professional who thrives in a fast-paced environment and takes full ownership of assigned responsibilities.

You will act as a central coordination point across leadership, vendors, offshore teams, and service partners — ensuring communication flows efficiently and operational priorities are executed on time.

Requirements:
Key Responsibilities

Executive & Calendar Coordination

• Manage leadership calendars, schedule meetings, and coordinate internal and external appointments.
• Organize virtual and in-person meetings, including logistics, documentation, and follow-ups.
• Monitor inboxes, draft professional correspondence, and ensure timely responses.

Travel & Logistics Management

• Plan and coordinate domestic and international travel arrangements.
• Book flights, accommodations, and ground transportation.
• Prepare detailed itineraries and ensure seamless travel execution.

Operational & Administrative Support

• Oversee daily office coordination and support back-office operations.
• Liaise with vendors, service providers, and external partners.
• Coordinate with offshore teams to ensure smooth communication and task tracking.
• Assist in HR/payroll coordination and related administrative processes.

Process Ownership & Execution

• Maintain organized documentation and tracking systems.
• Ensure timely follow-up on assigned deliverables and operational tasks.
• Support ad-hoc projects and cross-functional initiatives as required.
• Identify process improvement opportunities to enhance efficiency.

Candidate Profile

Core Competencies

• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail with consistent follow-through.
• Ability to work independently with minimal supervision.
• Professional demeanor with strong stakeholder coordination skills.

Technical & Functional Skills

• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Experience in calendar management and professional email handling.
• Strong travel planning and scheduling expertise.
• Familiarity with vendor coordination and administrative documentation.

Preferred Experience

• Exposure to working with offshore or distributed teams.
• Basic understanding of HR or payroll coordination processes.
• Experience in a startup or fast-growing organization.

Employment Details

• Job Type: Contract / Temp-to-Hire
• Work Mode: Onsite
• Schedule: Day Shift (Monday–Friday; flexibility for occasional weekend requirements)

Why Join

• Opportunity to play a central role in operational efficiency.
• Exposure to cross-functional coordination and executive-level support.
• Growth potential in operations, administration, and office management leadership roles.

Core Skills

Executive Coordination · Calendar & Travel Management · Office Operations · Vendor Liaison · Administrative Process Management · Communication & Follow-Through · Back-Office Support