Administrative Assistant

Key Responsibilities

Office Administration

• Manage daily office operations, ensuring a smooth and efficient workflow.
• Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders, and verifying receipt of supplies.
• Coordinate maintenance of office equipment and facilities, including liaising with vendors, service providers and building management.
• Organize and maintain physical and digital filing systems, ensuring documents are properly filed and easily accessible.
• Prepare and distribute correspondence, memos, and reports as directed by the leadership team.
• Assist in the scheduling and coordination of meetings, including preparing agendas, booking meeting rooms, and arranging catering as needed.

Communication and Coordination

• Facilitate communication within the leadership team and across departments to ensure alignment and efficient workflow.
• Coordinate travel arrangements for team members, including booking flights, accommodations, parking and transportation.
• Assist in the planning and execution of company events, such as team-building activities, training sessions, and conferences.

Data Management

• Maintain and update the leadership group’s calendars, ensuring all appointments and deadlines are accurately recorded.
• Collect, compile, and analyze data for reports and presentations, providing insights and recommendations to support decision-making.
• Ensure confidentiality and security of sensitive information and documents.

Qualifications and Skills

• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Strong written and verbal communication skills, with attention to detail and accuracy.
• Ability to work independently and as part of a team, demonstrating a proactive and flexible approach to tasks.
• High level of discretion and confidentiality when handling sensitive information.
• Strong problem-solving skills and the ability to adapt to changing priorities and demands.

Education

• High school diploma or equivalent; additional qualifications in office administration or related field are a plus.

Work Environment

• Full-time position, typically 40 hours per week, with occasional overtime as required.
• Office-based role working out of our Calgary office.
• Opportunities for professional development and career growth within the company.

• Own It & Get ‘er Done Right!
• Prevent the Preventable
• Deliver Service That Wows, Stat!
• Pursue Growth & Learning
• Collaborate & Communicate
• Be Confident Yet Humble