Administrative Officer

6 months ago

Edmonton, Canada Gateway Mechanical Services Full time

At Gateway Mechanical, the extraordinary is possible to achieve in the role of Administrative Officer

At Gateway Mechanical, we’re focused on providing the best possible customer service in safe, effective, and innovative ways.
Founded in 1968, Gateway Mechanical is a privately owned company that has established itself as a leader in the commercial and industrial refrigeration, heating, and air conditioning industry (HVACR). Attending to 40,000+ service calls per year, Gateway is the largest HVAC & Refrigeration service provider in Western Canada. Our model is comprised of local branch teams with fully qualified personnel representing HVAC, refrigeration, plumbing/gas fitting, sheet metal and electrical trades. These teams are supported by centers of excellence including professional engineers and project managers which ensures Gateway’s full technical capability is available for every project and service call.

**Key Responsibilities**:
**Administrative Support**:

- Act as the CEO’s point of contact internally and externally, ensuring timely calendar and meeting management, preparation of materials, and management of travel schedule and travel arrangements.
- Draft agendas and distribute same for meetings; compiling minutes, action items, and tracking deliverables.
- Work with the CEO and leadership team to schedule and prepare for internal and external meetings, planning sessions, and conferences, ensuring all attendees are scheduled, organized, travel coordinated (if required) and prepared with required information in advance.
- Conduct internal and external research as required, present findings for feedback, and ensure that briefing materials are created for distribution.
- Plan and schedule Town Hall meetings, gathering content from the leadership team for distribution and presentation.
- Track expenses, ensure timely approval of expenses for CEO direct reports as well as vacation approvals and schedules to ensure no conflict with critical events such as board reports, meetings, and town hall meetings.
- Act as the office administrator for the Edmonton office, ensuring appropriate levels of office supplies/consumables and the coordination of any repairs, maintenance, or cleaning required.
- Other duties as assigned.

**Advisory Board Administration**:

- Gather information and develop and distribute materials for the advisory board including accountability for accurate minute taking, tracking and completion of action items and motions, and gathering of information to respond to advisory board information requests.
- Support advisory board committee chairs as required to schedule meetings, gather materials, take minutes and track outcomes.
- Schedule all advisory board meetings, including attendee coordination, and manage all quarterly advisory board meeting logistics.
- Ensure the accuracy and timeliness of materials distribution and the management of the advisory board meeting agenda to ensure all materials are distributed in advance of the meetings, the meetings follow the agenda and timelines, and all post meeting materials are distributed in a timely fashion.
- Other duties as assigned.

**Minimum Requirements**:

- Fluency/Mastery of the English Language, both verbal and written
- 3-5 years of previous Administrative Assistant experience
- 1-2 years of experience with Advisory Boards or Boards of Directors with similar requirements as this role;
- Exceptional computer skills with an Intermediate to Advanced level proficiency with Excel, Word, PowerPoint, Outlook, and SharePoint;
- Demonstrable experience creating integrated reports which are concise and visually appealing, using a combination of presentation types (written words, graphics, charts, graphs)
- A valid class 5 driver’s license with a clean driving record.

**Desired Requirements/Certifications**:

- Post-secondary diploma or degree specializing in Administration, Office Management, Business Administration, or a related field.
- Demonstrable experience conducting basic financial analysis, including the ability to understand and analyze financial reports.

**Perks of Working at Gateway Mechanical**:

- Extended health care benefits
- Dental benefits
- RRSP matching
- Life insurance
- Health Care Spending Account
- Employee assistance program
- Flexible work schedule
- Competitive salary
- Great team environment

The Future is Bright. Come Grow with Us

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