Administrative Assistant

3 weeks ago

Calgary AB, Canada The Kaarigar Shop Full time

Job Summary:

We are seeking a versatile Administrative Assistant to join our team in Calgary, Canada. This hybrid position offers a mix of in-office and remote work, providing administrative support to ensure the smooth operation of our office. The successful candidate will possess strong organizational skills, attention to detail, and the ability to thrive in both in-person and virtual work environments. This role requires proficiency in office software, excellent communication skills, and a proactive approach to problem-solving.

Responsibilities:

  • Manage executives' calendars, appointments, and travel arrangements, coordinating both virtual and in-person meetings.
  • Coordinate and facilitate virtual and in-person meetings, including scheduling, preparing agendas, taking minutes, and arranging facilities.
  • Prepare and distribute correspondence, memos, letters, and reports using various communication channels, including email and virtual collaboration tools.
  • Assist in the preparation of presentations, reports, and other documents, ensuring accuracy and formatting consistency.
  • Maintain electronic and physical filing systems, organizing and categorizing documents for easy access and retrieval.
  • Answer and screen phone calls and emails, responding promptly and directing inquiries to the appropriate parties.
  • Greet and assist visitors to the office, ensuring a professional and welcoming environment.
  • Manage office supplies and equipment inventory, ordering and restocking as needed to support both in-office and remote work.
  • Handle incoming and outgoing mail and packages, including sorting, distributing, and tracking deliveries.
  • Assist with basic bookkeeping tasks, such as invoicing, expense tracking, and reconciling accounts.
  • Perform general administrative tasks, including photocopying, scanning, and faxing documents as required.
  • Collaborate with colleagues and team members to support shared goals and initiatives, both in-person and virtually.
  • Uphold confidentiality and discretion when handling sensitive information and confidential documents.

Working Conditions:

  • This position will involve a combination of in-office and remote work, with flexibility to accommodate both environments.
  • Standard office hours, with occasional flexibility to support virtual meetings across different time zones.
  • Occasional travel may be required for meetings, events, or training sessions.
  • The candidate must have access to reliable internet and appropriate technology to support remote work.
  • Health and safety protocols will be followed for in-office work to ensure a safe working environment.

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