Administrative Assistant

2 weeks ago

Calgary, 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.
- 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 mínimal 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.

  • Administrative Assistant

    2 weeks ago

    Calgary, Canada West Coast Reduction Ltd. Full time

    Administrative Assistant 7030 Ogden Dale Pl SE, Calgary, AB T2C 2A3, Canada Req #391 Wednesday, May 15, 2024 West Coast Reduction Ltd. - Nothing Left Behind* . At West Coast Reduction, nothing is important to us. Because when there’s nothing left – that is when we’ve done our job. We collect food waste and by-products from food producers, like...

  • Administrative Assistant

    1 month ago

    Calgary, Canada Alcedio Capital Full time

    **Overview** Alcedio Capital Inc. and its subsidiaries (“Alcedio”) is seeking an Administrative Assistant to provide administrative support to our team of investment bankers and accountants, as well as assist in day-to-day operations of our office. Alcedio is a capital group with three main divisions: Capital Markets, Asset Allocation (Private Equity,...

  • Administrative Assistant

    7 days ago

    Calgary, Canada Bath Fitter Full time

    The Administrative Assistant/Inside Sales Representative is responsible for securing sales appointments through accurate and professional representation of our brand and its products according to BATH FITTER procedures and to the customer's satisfaction. **Responsibilities**: - The ISR/ Administration Assistant will follow up with all inbound leads that...

  • Administrative Assistant

    1 day ago

    Calgary, Canada Jennine Kelly HR Consulting Full time

    Our client, **Western Canadian Spill Services Ltd. (WCSS)** is actively looking for an **Administrative Assistant** to join their team. This organization embodies the energy industry's commitment to spill preparedness and environmental protection. WCSS is an environmentally conscious not-for-profit oil spill cooperative owned by western Canada’s energy...

  • Administrative Assistant

    1 month ago

    Calgary, Canada Dynamic Risk Full time

    **The Role**: The Administrative Assistant is a key contributor to a work environment that enhances our clients’ and Team Members’ experience. The role requires a friendly, flexible, and experienced administrator with an interest in working in a fast-paced, dynamic environment. Being self-disciplined, self-motivated, and accountable to promptly respond...

  • Administrative Assistant

    1 month ago

    Calgary, Canada exp Full time

    **Administrative Assistant** **Calgary At EXP, we’re driven to provide innovative solutions for the world’s built and natural environments. As a team of engineers, architects, designers, scientists, creators and a community of professionals, we bring diverse and talented people together to solve the world’s most complex challenges. Here, you join a...

  • Administrative Assistant

    5 days ago

    Calgary, Canada Associa Full time

    We are looking for a customer service driven Administrative Assistant to join the C-Era team on a temporary basis, of at least six weeks, with possibility of extension. This is a part-time posting, working 7 hours per day on Mondays, Wednesdays and Fridays. The Administrative Assistant is responsible for providing clerical and administrative support to the...

  • Administrative Assistant

    1 week ago

    Calgary, Canada CoCo Fresh Tea & Juice Full time

    CoCo is in an exciting rapid growth phase, making the need for an organized, forward-thinking, motivated, and adaptable Admin Assistant necessary to support the various departments and the company as a whole. We are current seeking an **Administrative Assistant**. As the Administrative Assistant, some of your **Responsibilities** are: - Verifying data in...

  • Administrative Assistant

    4 weeks ago

    Calgary, Canada ECCO Manufacturing Full time

    _Do you have experience providing administrative and customer service support in a high - volume department? _ - Are you experienced in data entry with a strong attention to detail? _ - Have you processed financial transactions in previous roles? _ - We are currently seeking a talented Administrative Assistant to join our team at ECCO _ - Manufacturing in...

  • Administrative Assistant

    7 days ago

    Calgary, Canada Associa Full time

    We are looking for a customer service driven Administrative Assistant to join the C-Era team on a temporary basis, of at least six weeks, with possibility of extension.The Administrative Assistant is responsible for providing clerical and administrative support to the lead Community Manager(s). The Administrative Assistant is the liaison to the lead...

  • Administrative Assistant

    6 days ago

    Calgary, Canada Associa Full time

    We are looking for a customer service driven Administrative Assistant to join the C-Era team on a temporary basis, of at least six weeks, with possibility of extension. This is a part-time posting, working 7 hours per day on Mondays, Wednesdays and Fridays. The Administrative Assistant is responsible for providing clerical and administrative support to the...

  • Administrative Assistant

    20 hours ago

    Calgary, Canada Equation Staffing Solutions Full time

    We are currently seeking positive, personable, and skilled Administrative Assistants on a contract, casual, or temporary basis for several of our clients in Calgary. Based on your qualifications and experience, we can consider you for any administrative positions that we are working on, or that we receive in the future. Apply today if you’d like to be...

  • Administrative Assistant

    3 days ago

    Calgary, Canada Associa Full time

    We are looking for a customer service driven Administrative Assistant to join the C-Era team on a temporary basis, of at least six weeks, with possibility of extension.The Administrative Assistant is responsible for providing clerical and administrative support to the lead Community Manager(s). The Administrative Assistant is the liaison to the lead...

  • Administrative Assistant

    9 hours ago

    Calgary, Canada Equation Staffing Solutions Full time

    We are currently seeking positive, personable, and skilled Administrative Assistants on a contract, casual, or temporary basis for several of our clients in Calgary. Based on your qualifications and experience, we can consider you for any administrative positions that we are working on, or that we receive in the future. Apply today if you’d like to be...

  • Administrative Assistant

    2 days ago

    Calgary, Canada Avis Budget Group Full time

    Description Here at Avis Budget Group we're more than just rentals—although over 70 years of experience and 11,000 locations in 180 countries has taught us a thing or two about that. We’re shaping the future of the mobility industry with our innovative, customer-focused solutions. Our globally recognized brands - Avis, Budget, Budget Truck and...

  • Administrative Assistant

    2 weeks ago

    Calgary, Canada Omega Project Solutions Full time

    Administrative Assistant NSB Omega is searching for an Administrative Assistant for our BIG Oil & Gas Client in Norman Wells, NWT.  Assignment Description • General admin support (photo copying, laminating, shredding) • Mailroom duties (sending /receiving documents/supplies by mail/post or courier /charter etc.) • Materials and supplies...

  • Administrative Assistant

    4 weeks ago

    Calgary, Canada KPMG-Canada Full time

    **Overview** You've got big plans. We have opportunities to match, and we're committed to empowering you to become a better you, no matter what you do. When you join KPMG you'll be one of over 219,000 professionals providing audit, tax, advisory and business enablement services across 147 countries. With the support to do things differently, grow...

  • Administrative Assistant

    2 days ago

    Calgary, Alberta, Canada Poad Financial Services Inc. Full time

    Poad Financial Services Inc. provides comprehensive accounting services for both businesses and individuals. If you're looking for professional financial advice to manage your business needs, personal financial planning, retirement savings and more, then you've come to the right place. Our experienced financial advisory team has the strategic insights...

  • Administrative Assistant

    4 days ago

    Calgary, Canada Midwest Engineering (AB) Ltd. Full time

    Midwest Engineering (AB) Ltd. is a leading HVAC equipment manufacturer’s representative in Alberta. We focus on building strong relationships with all our partners - Engineers, Architects, Contractors, Building Owners, and Manufacturers. We embrace the opportunity to connect our partners to foster teamwork and derive solutions to ensure the success of each...

  • Administrative Assistant

    1 month ago

    Calgary, Canada Simco Management (Calgary) Inc. Full time

    Simco Management (Calgary) Inc. currently have an opportunity for a **full time, entry level, Administrative Assistant** for our Calgary office. We are looking for a highly organized and self-motivated professional. Office hours are Monday to Friday, 8:00AM to 4:30PM. **Your Impact: (Duties**) - Provide administrative assistance to multiple Condominium...