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Administrative Specialist
1 month ago
About the Role We are seeking a highly organized and professional Administrative Professional to support senior leadership within a well-established, professional services environment. This role is ideal for someone who thrives in a fast-paced setting, is detail-oriented, and takes pride in producing polished, high-quality work. The position offers hybrid flexibility, balancing remote work with in-office collaboration. Ideal candidates will be located SE Calgary, Okotoks, or High River. Key Responsibilities Manage complex calendars and schedules using Microsoft Outlook, ensuring effective coordination across leadership and internal stakeholders Prepare high-quality documentation for senior leadership, including reports, presentations, and client-facing materials Act as a key point of contact between clients, leadership, and internal teams, handling communications with professionalism and discretion Draft, proofread, format, and print a variety of documents, including routine correspondence and confidential materials Organize, maintain, and safeguard sensitive files, records, and documentation Accurately enter time and related data into internal tracking or billing systems Assist with monthly invoicing and administrative reporting in coordination with leadership and finance Coordinate travel arrangements, meetings, and expense tracking as required Provide reception coverage and general office support when needed Support additional administrative initiatives to ensure smooth day-to-day operations Qualifications Minimum 3+ years of administrative experience in a professional business environment (e.g., professional services, consulting, corporate office, legal, finance, engineering, or similar) Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook, with strong aptitude for learning new tools and systems Proven experience supporting senior leaders or executive-level professionals Strong attention to detail with the ability to produce polished, accurate, and professional documents High level of professionalism, discretion, and sound judgment Excellent communication and client-service skills, with a proactive and solution-oriented mindset Exceptional organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines Why This Role Hybrid work model with flexibility Professional, structured work environment High-visibility role supporting senior leadership Opportunity to be a trusted administrative partner within the organization
