Administrative Assistant

3 weeks ago

Calgary AB, Canada CLEANTEK Industries Inc. Full time

Job Summary:

Reporting to the CEO and President, the Administrative Assistant supports the leadership team and is responsible for a wide variety of duties. You are very organized and able to take on many different roles as the need arises. This could include everything from social media, shareholder relations, marketing, IT support, building maintenance, to all the general duties of an Administrative Assistant. You are a professional who can maintain confidentiality while interacting with employees, management, and the public. The person in this position has excellent writing and proofing skills and must have the ability to diplomatically negotiate deadlines and deliverables while balancing the need to collaborate with others.

The Administrative Assistant is energetic, polished, professional, and independent, with excellent interpersonal skills. You must be able to handle confidential projects while still managing priorities, ensuring procedures are followed, and deadlines are met. You are able to multitask yet still complete numerous requests through time management and strong attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Provide direct administrative and office management support to the employees of the Calgary and district offices. Arrange meetings, including agenda/meeting packages, and follow up on action items.
  • Review, evaluate, and distribute priority correspondence to the executive team.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Coordinate departmental programs, such as meetings, seminars, workshops, special projects, and events.
  • Prepare, edit, and format various documents, reports, spreadsheets, and presentations.
  • Complete expense reports and arrange receipts as needed.
  • Coordinate and plan for office services such as phone systems, cell phones, accommodation, relocation, equipment purchase/rental/lease, disposal of assets, parking, maintenance, and security services.
  • Track key commitments: maintain calendar, bring forward files, notify of upcoming deadlines, resolve meeting conflicts, and assist in meeting preparation.
  • Prepare reports and evaluations for individual projects.
  • Ensure there are adequate supplies of office stationery, general office supplies, office furniture, and kitchen supplies.
  • Assist with the design and printing of company logoed stationery and merchandise in conjunction with sales.
  • Assist in the management of building security, such as the assignment of keys and alarm codes for approved personnel.
  • Manage janitorial, cleaning, repair, and maintenance service provider contracts and service level agreements.
  • Coordinate travel as required.
  • Prepare confidential internal and external correspondence.
  • Liaise with internal accounting groups to track corporate accounts, expenses, inter-company transactions, and monthly, quarterly, and annual reports.
  • Provide a professional interface with internal and external clients on a variety of written and personal interactions, including but not limited to shareholder communications, and working with lawyers.
  • Perform general clerical duties, including but not limited to photocopying, faxing, mailing, and filing.
  • Responsible for recording all meeting minutes, distribute minutes for approval, and distribution of finalized minutes to the appropriate members.
  • Create and modify documents such as MSA/NDA/CA’s, etc., which would also include issuing documents to clients, collecting these and other documents, and filing as required.
  • Conduct research, compile data, and prepare presentations.
  • Maintain confidentiality and discretion in all business dealings.
  • Prepare presentations, agendas, and meeting schedules.
  • Other duties as required.

SPECIFIC KNOWLEDGE, SKILLS, AND ABILITIES:

  • Very strong Microsoft Office computer skills required (Excel, Word, PowerPoint, Outlook, etc.).
  • Post-Secondary Degree or Diploma in Business Administration or relevant experience required.
  • Strong knowledge of office administration functions.
  • Strong verbal and written communication skills.
  • Strong time management skills, multitasking skills, and the ability to prioritize tasks with minimal supervision.
  • Confidence to make appropriate decisions and take necessary actions.
  • Demonstrated ability to effectively communicate with all levels of an organization and to positively represent the company in interactions with external stakeholders.
  • Maintain a high degree of discretion and confidentiality.
  • Resourceful and flexible.
  • Able to deal with emergencies and work well under pressure.

SPECIAL CONDITIONS OF EMPLOYMENT:

  • Overtime will be required when business activity levels are high.
  • A valid driver’s license is required.
  • This position is based in downtown Calgary.
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