Administrative Assistant

3 weeks ago

Calgary, Canada Graham Full time

Graham is an employee-owned construction solutions partner that services the buildings, industrial, infrastructure, water and project finance sectors. We deliver lasting value for our clients through meticulous planning and scheduling, while upholding rigorous safety and quality standards. With offices throughout North America, our passionate and knowledgeable teams deliver projects that enable communities to thrive and people to live, work, move and grow in a rapidly changing world. With over nine decades of experience, Graham has the resources, capacity and expertise to undertake projects of every scope, scale and complexity. Join our team to deliver a better tomorrow.

We are seeking top-tier talent to join our Buildings division and deliver innovative projects in the healthcare, education, hospitality, recreational, entertainment, retail, commercial office, mixed-use, multi-family residential and light industrial sectors. As a member of this collaborative team, you can expect a safe, diverse and inclusive environment, and on-going learning and career development opportunities.

**About the Role**

Reporting to our Senior Proposal Specialist you will provide administrative support within our Shared Services teams, including estimating, scheduling, and proposals to name a few key areas. You will help with day-to-day tasks, aiming to streamline efficiencies to ensure the team can focus elsewhere. This includes booking meetings, attending to general queries, filing and documentation management, performing project-based work such as data entry, and supporting the team with other administrative tasks where required. Having developed an understanding of Graham's business and proposal processes and objectives, you will coordinate a range of support activities, interacting with and assisting multiple team members within the organization.

**As an Admin Support/ Proposal Assistant at Graham, you will**:

- Attend to the requirements and needs of the manager
- Prepare meeting agendas, organize meetings, and produce minutes
- Manage travel arrangements, and at times perform expense and pCard reconciliation
- Ensure documents are accurately recorded and in line with Graham’s brand standards
- Support various team members with filing, photocopying, and printing
- Provide occasional receptionist relief during the day or as part of vacation coverage
- Demonstrate initiative and a willingness to take on new tasks, and present new and creative ideas
- Establish stretch goals, holding self and others accountable for results
- Bring energy and perseverance to the pursuit of goals, and follow through on commitments.
- Manage the internal proposal content library, including cohesive and coherent narratives, resumes, and project fact sheets
- Collect, save, and manage various types of proposal information (written, verbal, graphic), in various file formats
- Interview fellow colleagues and draft project and resume information
- Check and edit narratives for understanding, grammar, and readability, ensuring consistency on use of format and terms
- Ensure client documents are downloaded (and updated regularly), and a copy is sent to all proposal response team members
- Support development of project-specific proposals, presentations, brochures, and other internal and external communications and documentation
- Complete tasks within the appropriate timeline defined by the proposal schedule
- Demonstrate a willingness to participate in a team environment and help others on the team.

**Qualifications/ Experience**:

- Completion of a diploma training program at a college or technical school, or a university bachelor program in Communication, Business Administration, Graphic Design, Public Relations are all considered an asset.
- 2+ years of professional work experience within an Admin role
- Construction knowledge is considered an asset
- Proficiency with Adobe InDesign, MS Office Suite and SharePoint
- High level of organization; methodical in approach to workload and attentive
- Strong communication and writing skills.

Graham is an Equal Opportunity Employer, and employment selection decisions are based on merit, qualifications, and abilities. Graham does not discriminate in employment opportunities or practices on the basis of race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.

No unsolicited resumes or phone inquiries from agencies, thank you.

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