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Lead Administrative Coordinator
3 months ago
Job Title: Lead Administrative Coordinator
Location: Calgary, AB
About Kingston Midstream:
At Kingston Midstream, we are committed to fostering a collaborative environment within a thriving organization. Our core values drive our culture: we prioritize continuous learning and improvement, we value relationships and the well-being of our people, we are adept problem solvers and decision makers, we emphasize teamwork, and we hold ourselves accountable. Our employees are the cornerstone of our success, and we recognize their dedication by providing opportunities for professional growth, advancement, and a comprehensive benefits and compensation package.
Job Overview:
We are seeking a skilled individual who enjoys meticulous tasks, collaborates effectively across various departments, and is empowered to utilize technology in their daily responsibilities. As a trusted partner to several teams, the ideal candidate will facilitate ongoing enhancements, coordinate workflows, and ensure that no detail is overlooked.
Position Responsibilities:
- Maintain and revise contracts while assisting with legal documentation.
- Oversee and manage a comprehensive inventory of contracts, including tracking expiration dates, renewals, and deadlines.
- Provide assistance with SharePoint and document publishing.
- Organize and manage mail distributions to stakeholders.
- Coordinate meetings, events, courier services, and travel arrangements; schedule and monitor necessary information to ensure deadlines and deliverables are achieved.
- Prepare, edit, and format internal and external communications, reports, and presentations, including meeting notes.
- Assist in the creation of high-quality and precise documents and presentations, including materials for Committees and/or Boards.
- Complete monthly expense reports for Executives and others using SAP Concur.
- Develop and sustain an electronic and physical documentation filing system.
- Monitor departmental expenditures and manage invoices.
- Support the Executive Assistant with event planning and Board meeting arrangements as needed.
- Provide backup support to the Executive Assistant and Office Administrator as required.
Skills and Qualifications:
- Post-secondary education in business with administrative office experience and/or a minimum of 5 years of corporate administrative experience.
- Experience in document management, contracts, and legal understanding.
- Demonstrated ability to take initiative, with the flexibility and adaptability to navigate frequently changing priorities and deadlines while supporting multiple teams and individuals at all levels.
- Proficient in technology with the capability to learn new systems and processes quickly.
- Advanced knowledge and proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
- Familiarity with SharePoint and OpenInvoice is advantageous.
- Excellent written and verbal communication skills, with a proven ability to proofread, edit, and format correspondence, presentations, and reports.
- A collaborative team player who can also work independently with minimal supervision.
- Ability to maintain discretion and confidentiality regarding sensitive company information.
