Senior Administrative Assistant

Job Description

Job Title: Senior Administrative Assistant (Executive Support)

Location: 100% Remote, Canada
Experience: 6+ Years
Rate: $50 to $58 CAD PH

Role Summary: NearSource is looking for a Senior Administrative Assistant (Executive Support) to provide high-level administrative support to a Senior Director and a leadership team within the AEC Building Design organization. This role plays a critical part in enabling leadership effectiveness through proactive coordination, operational rigor, and trusted partnership in a fast-paced, enterprise environment.

Key Responsibilities

• Manage and maintain complex executive calendars, resolving conflicts and aligning priorities across multiple stakeholders
• Coordinate preparation of meeting agendas, materials, action items, and follow-ups for leadership meetings
• Plan and manage domestic and international travel, including itineraries, logistics, and timely expense reporting
• Organize and execute virtual and in-person meetings and events, including onsite and offsite sessions, venues, logistics, and catering
• Drive effective team communication by managing email aliases, collaboration channels, access permissions, and shared documentation platforms
• Oversee departmental budgets, expenses, vendor contracts, and ensure accurate and timely invoice processing
• Partner with staffing and outsourcing teams to support contingent workforce requests, contracts, and compliance activities
• Handle highly sensitive and confidential information with discretion, professionalism, and integrity
• Collaborate with other Executive and Administrative Assistants to align leadership schedules and support organization-wide initiatives

Must-Have Skills

• 6+ years of experience supporting senior executives or leadership teams in large, complex organizations
• Strong expertise in executive calendar management and priority coordination
• Proven ability to operate in fast-paced, multinational environments with competing priorities
• Advanced organizational, time management, and multitasking capabilities
• Proficiency with Microsoft Office Suite and collaboration tools, including Microsoft Teams, Slack, and SharePoint
• High level of discretion and experience in handling confidential and sensitive information
• Strong written and verbal communication skills

Nice-to-Have Skills

• Project management or coordination experience
• Experience supporting leadership teams within design, engineering, or AEC-related organizations
• Familiarity with AI-powered productivity or administrative tools
• Experience managing departmental budgets or vendor relationships

Engagement & Work Details

• Core working hours: 8:00 AM to 5:00 PM EST, with flexibility as needed
• Full-time workload, with outcome-based flexibility for high performers
• Contract role with strong potential for extension or full-time conversion

Apply now, or share your resume with salary expectations at
Thank you for considering a career with us. Once you submit your application, our Talent Acquisition team will review your resume thoroughly. If there is a strong match, we will reach out to discuss your experience, role details, benefits, compensation, and next steps. While we may not be able to respond to every applicant due to high volume, we genuinely appreciate your time and interest.

About NearSource: NearSource Technologies is a trusted partner for future-ready software consulting, enabling Fortune 500 enterprises to accelerate digital transformation. Our global engineering teams build and deploy impactful technology for some of the world's most admired brands, working directly on long-term client initiatives.

Equal Opportunity Statement: NearSource is an equal opportunity employer committed to fostering an inclusive and respectful environment. We celebrate diversity and do not discriminate based on race, gender, religion, sexual orientation, age, disability, or background. Innovation thrives when everyone feels empowered to contribute.