Administrative Assistant

2 weeks ago

Calgary, Canada Pacific Western Transportation Full time

**Administrative Assistant**

Do you have an administrative background with a passion for people? Do you enjoy using your superior customer service, problem-solving, planning, organizational and communication skills to ensure your success and the success of those around you? If so, this may be the perfect opportunity for you

Pacific Western Transportation is currently seeking an Administrative Assistant to support the day-to-day operation of its corporate office. This position will report to the Vice President, Corporate Services and will be located in our Southeast Calgary office.

This individual must be able to interact with staff (at all levels), while remaining flexible, proactive, resourceful, and efficient. A high level of professionalism and confidentiality are expected at all times.

**Core Duties and Responsibilities**
- Reception - front line contact for incoming calls and visitors; monitor and admit visitors through locked main office entrance
- Arrange meetings, appointments, and room bookings, as well as catering needs and any other specific requirements
- Prepare invoices, cheques and various paperwork for signature, mail, and courier
- Assist finance department with Accounts Payable and Receivable
- Order office supplies, stationary, postage meter refills, etc.
- Coordinate various vendors including office cleaners, landscapers, carpet/window cleaners
- Arrange travel schedules, reservations, and itinerary for executive management as needed
- Provide accurate minutes, including tracking, monitoring, and following the progress of open action items
- Provide accurate word-processing support by composing and/or editing a variety of documents
- Ensure that various administrative tasks are done in an effective and efficient manner, including reviewing outside mail, drafting correspondence, and screening phone calls
- Assign and activate fuel cards
- Organize various annual corporate events
- Coordinate photos, plaques, gift cards and travel vouchers for various corporate award programs and distribute to the recipients
- Order and distribute birthday and holiday cards for employees
- Renew corporate vehicle licenses annually
- Maintain strict confidentiality and discretion in all aspects of the position
- Provide administrative support for PWT’s Learning Management System including processing requests for new users and new course requests or mass enrollments, sending enrollment notifications and login instructions, sending reminders for outstanding training, attaching certificates, and cleaning up inactive users
- Respond to employee questions regarding the e-learning site and assist users in accessing and completing assigned courses
- Record and report e-learning course completion; create and maintain reports and shared spreadsheets for tracking and distribution to division managers

**Qualifications**
- 3 - 5 years of administrative experience working in an administrative support role
- Previous experience with an executive team with proven ability to work in a professional environment
- Intermediate to advanced proficiency in Microsoft Office, specifically Excel and SharePoint

**Competencies and Attributes**
- Ability to follow direction effectively and work well independently and within a team
- Keen attention to detail
- Excellent verbal and written communication skills, and a high aptitude for providing exceptional customer service
- Strong interpersonal skills and emotional intelligence
- Ability to maintain a high level of accuracy and confidentiality
- Ability to work independently with mínimal supervision and collaboratively with other management team members
- Ability to interact with senior executives in a professional manner

**Job Types**: Full-time, Permanent

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday
- No weekends

Work Location: One location

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