Administrative Assistant

Location:

Calgary, AB

Objectives:

Our client, a professional engineering firm, has an exciting opportunity for an Administrative Assistant, who will provide administrative, clerical, and reception services to ensure smooth day-to-day operations. This position is responsible for a range of administrative duties including front desk reception, meeting coordination, office supply management, document preparation, and supporting internal teams with formatting, editing, and document control.

Qualifications:

At a minimum, we require:

• Diploma or certificate in Office Administration, Business, or a related field.
• 2+ years of administrative experience in a professional office environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ideally, you also have:

• Experience working in engineering, construction, or oil and gas industries.
• Familiarity with document control systems or engineering document workflows.

Job Type:

• Full Time.

Compensation:

• Competitive Salary.
• Comprehensive Benefits.

Responsibilities:

Administrative Support

• Prepare, edit, and format technical documents, reports, and presentations (Word, Excel, PowerPoint).
• Assist with document version control and organization of shared files and folders.
• Maintain structured and organized digital and physical filing systems.
• Support engineering and project teams with administrative tasks, such as calendar coordination, printing/binding reports, and compiling submission packages.
• Take clear and accurate meeting minutes for internal engineering and project meetings.

Office Coordination

• Coordinate office team builders, catering, and meeting arrangements as needed.
• Coordinate employee travel for site visits.
• Order and manage office supplies and maintain inventory levels.
• Maintain general tidiness and organization of common office areas.

Reception

• Greet visitors and clients in a professional and welcoming manner.
• Answer and direct incoming phone calls and manage general inquiries.

Work Environment:

• Employees have more stable careers with the organization, than is typical in the industry.
• Team members and senior leaders are caring and compassionate. As reflected in employee engagement surveys, people are treated well, and their work success and satisfaction is of utmost importance.
• Employees work closely together, with a focus on teamwork and camaraderie. This is a lean company with a flat organizational structure.
• There is an informal, but hardworking and professional culture in the firm.
• Employees have the ability to work on a range of interesting problems with a wide variety of clients.
• Employees are encouraged to take ownership of projects, from beginning to end. They’re empowered to take responsibility and make decisions.
• The firm values philanthropy, cares about the community, and contributes to charities and other humanitarian causes.

Similar Job Titles:

• Administrative Associate
• Administrative Coordinator
• Administrative Secretary
• Administrative Specialist
• Clerk Specialist
• Executive Assistant
• Front Desk Receptionist
• Office Administrator
• Office Assistant
• Office Coordinator
• Office Manager
• Receptionist