Administrative Coordinator

About the job

The Moresby Group helps the largest companies in the world rapidly realize savings by renegotiating with their fragmented supplier bases, leveraging more than 2 million proprietary data points from 100,000+ previous negotiations.

With $10 billion of negotiations executed in the last twelve months and services available in more than 150 countries across 15 industries, The Moresby Group leverages AI-powered analytics, elite human negotiators, and proprietary data intelligence to deliver audit-ready, documented results within one fiscal quarter.

Role Overview

As an Administrative Coordinator, you'll be the operational backbone for our negotiation team—ensuring negotiators stay focused on high-value work, and nothing falls through the cracks. This isn't traditional admin work. You'll own calendars, set pace, analyze performance data, coordinate across stakeholders, and proactively solve problems before they become bottlenecks.

What You'll Do

Calendar & Workflow Ownership

• Own negotiators' calendars entirely: ensure schedules are tight, organized, and aligned with project KPIs
• Proactively identify scheduling conflicts, capacity constraints, and efficiency gaps
• Create and manage negotiation meetings with proper context, follow-up systems, and documentation

Supplier Engagement & Coordination

• Professionally engage suppliers to identify the right decision-makers for negotiations
• Manage multi-channel follow-up throughout each project
• Navigate executive channels appropriately: knowing when to involve EAs, when to go direct, and how to message at the right level both internally and externally
• Schedule calls between supplier decision-makers and negotiators with precision
• Maintain detailed, actionable records in our CRM (Close.io)

Pace Setting & Performance Analysis

• Set and maintain the pace of supplier engagement and negotiation timelines
• Proactively analyze KPIs related to supplier activities: response rates, negotiation cycle times, bottlenecks
• Identify patterns and recommend process improvements to increase efficiency
• Flag risks or delays early and coordinate solutions

Data & Strategic Research

• Analyze historical spend data and pricing proposals in Excel to surface insights
• Research supplier backgrounds, organizational structures, and strategic positioning
• Extract and synthesize intelligence that informs negotiation strategy

What We're Looking For

• Preferred: 3+ years supporting senior executives in a fast-paced environment
• Operational excellence: You own complex calendars, manage competing priorities, and keep leaders focused on what matters
• Proactive problem-solver: You see around corners, anticipate needs, and fix issues before they're escalated
• Executive communication skills: You know how to message appropriately across levels, navigate EA relationships, and represent leadership professionally
• Energized by pace, precision, and being close to the action
• Comfortable working within EST business hours in a mostly fully remote environment

Bonus Points If You Have

• Analytical mindset and comfort with Excel, CRM platforms (Salesforce, Close.io), or data tools
• Experience with tools like Slack and Google Workspace
• Systems thinking approach—you build processes, not just execute tasks
• Supported executives in consulting, private equity, or high-growth operational environments
• Managed complex stakeholder coordination or project timelines with multiple moving parts

Environment & Perks

• Direct Impact: Small, efficient team where your work visibly moves the needle
• Comprehensive Benefits: Full benefits package + retirement savings match
• Remote-First: Work from home within EST hours; Toronto-based onboarding and quarterly team meetings
• Annual Retreats: Close-knit team that values time together
• Charitable Giving: We've donated $100K+ from the savings we generate

The Moresby Group is an equal opportunity employer dedicated to fostering an inclusive, barrier-free work environment. We encourage all qualified candidates to apply. If accommodation is required during recruitment, contact our Talent team directly.

AI Disclosure: The Moresby Group may use artificial intelligence to assist in screening, assessing, or selecting applicants for this position.