Administrative Assistant

ADMINISTRATIVE ASSISTANT - SASKATOON, SASKATCHEWAN

Please reference Job ID Number 2510004 with your application.

Job Title: Administrative Assistant

Job ID: 2510004

Position type: Permanent, Full-Time

Date: October 3, 2025

Salary Range: $22-$27/hour

Company Overview:

At Apex Automation, we deliver cutting-edge industrial automation solutions tailored to meet the needs of today’s industries. From the initial planning stages to final commissioning, our team is dedicated to providing exceptional service every step of the way. We combine our expertise with a commitment to Intelligence, Ingenuity, and Integrity—our guiding principles that ensure every project is executed with precision and care.

Our solutions encompass a wide range of services, including detailed automation engineering, software development, and the installation of electrical and instrumentation systems.

If you have a desire to make a difference in automation and create great solutions for our customers, the join our growing, dynamic, and innovative team at Apex.

Job Summary:

The Administrative Assistant is responsible for providing comprehensive office, reception, and administrative support to ensure smooth daily operations. This role plays a key part in maintaining an organized and welcoming office environment, facilitating effective communication across departments, and supporting company-wide initiatives including internal communications and marketing activities. Working closely with various teams, the Administrative Assistant will assist with coordinating meetings, supporting the management of office assets and vendor relationships, maintaining internal platforms, and contributing to employee engagement and branding efforts. This position offers a valuable opportunity to gain exposure to a variety of business functions in a collaborative and fast-paced environment.

Specific Responsibilities:

- Perform receptionist responsibilities, including greeting visitors, handling queries via phone and email, transferring calls as necessary, and ensuring messages are passed to the appropriate staff or department.
- Oversee the office services such as cleaners and maintenance service providers, security, and telecommunication systems for the Saskatoon and Lloydminster offices.
- Maintain overall office equipment and supplies by tracking inventory, ordering new supplies and ensuring all items are in functioning order for the Saskatoon and Lloydminster offices.
- Assist with shipping and receiving logistics including incoming mail and package deliveries.
- Maintain a clean and organized office environment with effective filing systems and records management.
- Coordinate meetings, schedules, and provide general administrative support to staff.
- Support the execution of Saskatoon and Lloydminster events and client meetings by coordinating logistics and providing hospitality.
- Manage correspondence, including emails, memos, and reports, ensuring timely distribution and response.
- Serve as the primary point of contact for administrative inquiries and support specific to the Saskatoon and Lloydminster offices, as well as remote employees.
- Maintain records, databases, and documentation to ensure compliance with company policies.
- Routine collaboration with Administration Team and cross-departmental staff.
- Execute all travel arrangements, including flight bookings and accommodation for staff on assigned projects or on a shift rotation.
- Oversee deployment of company fleet vehicles, ensuring maintenance schedules and allocation adherence.
- Coordinate with Account Managers to manage and plan the logistics of mobilizing personnel and project materials, including planning transportation, coordinating deliveries, and assisting with inventory management.
- Coordinate internal purchase orders from accounting and request management approval of payments.
- Assist with sourcing vendors, including initial applications and maintenance of a directory of service providers.
- Maintain records, databases, and documentation to ensure compliance with company purchasing procedures.
- Support the Company’s Health & Safety Program by completing mandatory inspections and coordinating safety requirements such as training, drug screening, and procurement of personal protective equipment at the request of employees.
- Support the Company’s Health & Safety Committee by participating in quarterly meetings and conducting routine committee duties.
- Assist with with publishing content such as company newsletters and internal announcements to promote employee engagement.
- Collaborate with internal departments to maintain up-to-date internal records and content on internal platforms such as SharePoint and intranet systems.
- Prepare and provide editing and design support for internal communications such as announcements and memos.
- Coordinate the design and procurement of employee business cards and other branded materials.
- Provide administrative support for internal and external events, including logistics coordination, venue bookings, RSVP tracking, and on-site set up assistance.
- Attend and participate in both internal and external events as directed by the Marketing & Events Coordinator.
- Assist in organizing and procuring marketing collateral, promotional items, and event supplies.
- Support content creation efforts by gathering employee updates, photos, and other materials for newsletters or social media updates as appropriate

Qualifications

- High school diploma or equivalent; additional education or certification in administration or marketing is considered an asset.
- 1-3 years of experience in administrative support, office coordination, or similar role.
- Basic understanding of marketing principles and social media platforms; experience with Canva is an asset.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
- Excellent communication and interpersonal skills.
- High attention to detail and strong organizational skills.
- Ability to handle confidential information with discretion and professionalism.
- Problem-solving mindset with the ability to multitask and prioritize responsibilities.

What does Apex Automation Offer?

- Meaningful Impact: Be part of a team that delivers solutions shaping the future of automation and solving real-world challenges for clients worldwide.
- Diverse Opportunities: Work on projects across industries and gain exposure to a variety of cutting-edge technologies and systems.
- Continuous Learning: Unlock your potential with access to training from industry leaders, including Schneider Electric, Rockwell, and Fortinet, alongside in-house mentorship programs.
- Collaborative Environment: Work with a team that values collaboration, fresh ideas, and creating lasting partnerships with clients and employees alike.
- Tools for Success: Stay ahead with resources, tools, and training designed to help you excel in your role and beyond
- Robust Benefits Package: From health benefits to RRSP matching, we’ve got you covered.
- Flexibility & Support: We empower you to achieve your goals while maintaining a healthy work-life balance with paid time off and wellness incentives.
- Cell Phone Allowance: Receive a monthly allowance to cover your cell phone expenses, ensuring you stay connected and productive.
- Flexible Working Hours and Remote Work Options
- Recognition & Company Culture: Thrive in a positive and inclusive company culture that values your contributions, fosters mutual respect, and encourages innovation and growth. Enjoy various company-organized social activities that strengthen team bonds and create a fun, engaging workplace.

Apex Automation is an equal opportunity employer. We are committed to recruiting and retaining the best employees within the industry. We believe a diverse and inclusive workforce drives innovation and makes our company stronger. We are committed to fostering a safe and positive environment that respects people’s dignity, ideas and beliefs. We are pleased to consider all qualified applicants to join our team as we continue to grow and build a strong and varied workforce.

How to Apply: Interested candidates are invited to submit their resume and a cover letter outlining their qualifications and experience to HR.

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