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Scotia Place Project Coordinator

1 month ago

Calgary, Alberta, Canada Calgary Sports and Entertainment Corporation Full time

Administrative Support Role

This position will provide high-level administrative support to the Calgary Sports and Entertainment Project Committee. The ideal candidate will have a minimum of ten years' experience in an administrative position, with five years' experience supporting a C-level executive. A background or knowledge of construction would be considered an asset.

Key Responsibilities

  • Calendar management, booking meetings, and maintaining appointment schedules;
  • Develop and maintain a well-organized electronic and/or paper filing system that permits rapid retrieval of information;
  • Screen incoming correspondence and prepare draft responses;
  • Promptly receive and screen all incoming telephone calls, taking messages as appropriate, and eliciting necessary information to allow timely responses and schedule appointments as required;
  • Provide accurate word processing support by composing and/or editing a variety of documents;
  • Expense tracking, benefit assistance, travel arrangements, and personal requests for the Project Director;
  • Provide support for minutes recording, transcribing, and distribution;
  • Prepare PowerPoint presentations for the project;
  • Liaise with numerous stakeholders with confidence and professionalism;
  • Circulate correspondence as required to Project stakeholders;
  • Assist with the proper functioning of copy machines, business equipment, and IT systems that will be supported by the company's IT department;
  • Assist with the proper functioning of food and beverage systems that will be supported by the company's Food Services department. Arrange and order working lunch food and beverage as required;
  • Maintain office supply ordering and stock for a busy office environment;
  • Liaise with the Project Accountant and facilitate the flow of financial information between same and the Project Director [or others designated] i.e. invoice approval, budget reviews, and other financial instruments;
  • Must be able to lift large rolls of drawings of up to 25+ lbs;
  • All other duties as assigned.

Requirements

  • A positive attitude coupled with strong interpersonal skills;
  • The ability and willingness to take on all assignments, large or small, are a must;
  • Post-secondary education in Business Administration or a combination of education and experience will be considered;
  • Proficient in MS Word, MS Excel, MS PowerPoint, and MS Outlook, MS Teams, Zoom, or other remote conferencing platforms;
  • Experience with Project documentation is required, as the Project will be deploying a document control system through the Construction Manager similar to Pro-Core;
  • The ability to work in a high-volume environment with competing priorities is a must;
  • Strong communication skills and the ability to be flexible with changes in daily routine as required.