• Maintain and update the shift scheduling calendar for all Protective Services personnel
• Coordinate shift adjustments and resource allocations during regular business hours, including overtime coverage for absences, escort requests, and participation in organizational activities such as Town Halls, Operations Meetings and training sessions
• In collaboration with management, oversee the planning, scheduling, and communication of logistics for all corporate and mandatory on-the-job training programs
• Arrange facility rentals and coordinate logistics for training venues, including the firing range and other off site training requirements
• Manage hospitality requirements for scheduled events and training sessions. Facilitate travel bookings
• Perform daily data entry for VIP movements and staff schedules
• Oversee inventory control, procurement, distribution, and documentation to support operational readiness
• Administer vendor relationships, including invoice processing, purchase order coordination, and payment tracking
• Procure general office supplies and equipment for Protective Services staff.
• Participate in and support continuous improvement initiatives & projects
• Issue and track keys and locker assignments, maintaining accurate records
• Ensure proper archiving and secure destruction of records in accordance with the organizational retention policy
• Prepare and submit various reports for management review. Organize, manage, and file Protective Services documentation and forms

Language Requirements:

• English is essential. Bilingualism (English/French) is considered an asset

Education & Designation:

• Post-secondary education in Business Administration, Office Management, or related area or a combination of education and relevant work experience

Previous Experience:

• Minimum of 3 years of experience in a scheduling, coordination, or administrative support role
• Experience inputting data into ERP, inventory control, and vendor relationships
• Experience in applying appropriate techniques and practices in planning, priority setting, and organizational assessment, required to manage shifting and unforeseen priorities

Additional Qualifications:

Knowledge:

• Strong understanding of shift scheduling systems and resource allocation
• Meeting and training coordination, including venue booking, hospitality, and compliance tracking
• Familiar with inventory management and procurement workflows
• Understanding of organizational policies for key control, locker assignments, and secure record destruction

Abilities:

• Ability to prioritize and manage multiple tasks in a fast-paced environment
• Ability to work independently, supports team efforts and works cooperatively with others
• Capable to thrive in a fast-paced, confidential and sensitive environment and work effectively under pressure to meet set deadlines
• Problem-solving and supporting continuous improvement initiatives.
• Demonstrates adaptability, reliability, and initiative, with a consistently positive attitude in all work environments

Skills:

• Efficiently manages shift calendars, training logistics, and resource allocation
• Skilled in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and familiar ERP systems
• Collaborates with internal teams and external vendors to ensure smooth operations
• Maintains accurate records, handles procurement, and supports operational readiness