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Office and HR Assistant

1 month ago

Calgary, Canada ESW IT Business Advisors Full time

**E.S. Williams & Associates Inc.**

**ESW is an established IT Consulting Firm providing end-to-end IT services and solutions to small, mid-sized, and enterprise businesses. **At ESW, we are focused on helping clients achieve their goals to drive strategic business value from IT. By combining our industry experience, technical expertise, and proven implementation methodologies with the right infrastructure and tools — we can decrease costs and complexity and increase IT innovation. ESW proudly promotes its Core Values of Courageous Spirit, Servant Heart, and Fun Attitude.

**Primary Focus**
- This position will support the Calgary office, HR, and multiple departments with administrative support for various projects and initiatives.
- This position will be responsible for the day-to-day administrative operations of the Calgary office.
- This position will provide support to the HR team with coordination and activities for recruitment, which may include interview scheduling, reference checks, marketing support, and record keeping.
- This position will support Co-workers by providing HR Safety and Benefits information, administrative tracking of multiple HR Safety and Admin programs, researching government grant programs, and fun committee activities.

**Scope - Office Admin.**
- Greet visitors in a professional manner and ensure they are fully supported.
- Assist co-workers, couriers and delivery personnel with mail, packages, and tracking if required.
- Assist with coordination of fleet vehicle safety and mechanical issues; communication, triage, and provide consistent follow-up with Fleet Manager
- Assist in facilitating/planning office team-building events.
- Help in the ordering and logistics surrounding marketing materials and various co-worker events (such as birthday, condolence, Christmas, etc.)
- Track office keys, assign and cancel alarm codes, and manage building access accounts.
- Order stationery and office supplies including business cards.
- Co-ordinate Groceries, coffee supplies, and sundries for office kitchen and Boardroom areas as required.
- Assist co-workers with scheduling and booking of training, and tracking of completed training, including safety training.
- Assist co-workers with travel and accommodation bookings.
- Ensure proper maintenance and cleaning of the office, by working with landlord, alarm company, janitors, waste management company, electrician, plumber, locksmith, etc.
- Support the fun committees with corporate and local social events.
- Other duties as assigned.

**Scope -Supporting HR and Safety team**:

- Assist Recruitment activities to support HR and hiring managers, including scheduling interviews and assessments, support in drafting letters of offer and Employment Agreements, and record keeping.
- Support the developing relationships with outside organizations to help promote Recruitment (e.g. post-secondary education institutions, job boards, recruitment agencies, etc.)
- Backup for HR and Safety team including vacation coverage.
- Assist hiring leaders with Recruitment for positions, particularly regarding Step 1 interviews and assessments (ie. background checks, reference checks, and Personality Profile Assessments - PPA)
- Support the HR team in researching, developing documents, and promoting various HR initiatives/programs (I.E, referral bonus, recognition, survey, HR related project, ordering swag, etc)
- Support the HR team in processing and tracking HR information regarding co-workers, welcome paperwork, training certs, etc.
- Assist with various on-boarding items for new hires (Connect-wise, various processes, who's-who, etc.)

**Contacts**
- Work closely with other members of the HR team: VP Operations, HR/Safety Generalist, Leadership Consultant
- Coordinate with various offices.
- People Leaders and Co-workers
- Outside sources

**Working Conditions**
- This position will be in a fast-paced office environment.
- Will require lifting up to 30 lbs.
- Some travel, within Calgary, may be required to pick up or deliver items needed for the office, or events.

**Knowledge, Skills & Abilities**
- Post-secondary education is preferable (Office Admin, human resources, or Safety).
- Three or more years of experience.
- Alternatively, an appropriate combination of education and experience may be considered.
- Excellent verbal and written English skills, including facilitation when required.
- Client-focused with excellent client service skills, with a strong passion for Human Resources
- Able to support and work with all co-workers, including executive management, as well as vendors and customers.
- Ability to work independently and as part of a team in a fast-paced environment.
- Work efficiently under pressure and remain calm in stressful circumstances.
- Good organizational and strong prioritizing skills are required.
- High ethical standards and trustworthy
- Strong problem-solving and good advisory skills,

**Reporting Relationships**
- No co-workers re