Administrative Coordinator

2 months ago

Calgary, Alberta, Canada Kingston Midstream Full time

Job Title: Senior Administrative Assistant

Location:

About Kingston Midstream:

Kingston Midstream is a dynamic and growing organization driven to create value every day. Our Guiding Principles are the foundation of our culture:

  • We are committed to continuous learning and improvement.
  • We prioritize relationships and care about our people.
  • We are problem solvers and decision makers who take ownership of our work.
  • We collaborate with each other to achieve our goals.
  • We are accountable for our actions and decisions.

We recognize that our employees are the primary drivers behind our growth and success. We reward their commitment by offering opportunities for development, advancement, and a comprehensive and competitive benefits and compensation package.

Job Overview:

We are seeking a talented individual who excels at detailed work, collaborates effectively with multiple departments, and leverages technology in their daily tasks. As a trusted advisor to multiple teams, the successful candidate will drive continuous improvement, organize and coordinate work, and ensure no detail is missed.

Key Responsibilities:

  • Maintain and update contracts and support with legal agreements.
  • Organize and manage a comprehensive inventory of contracts, including tracking expiration dates, renewals, and deadlines.
  • Provide support with document management systems, including SharePoint and publishing documents.
  • Organize and manage mail outs to stakeholders.
  • Manage meetings, events, couriers, and travel arrangements; schedule and track necessary information to ensure deadlines and deliverables are met.
  • Prepare, edit, and format internal and external correspondence, reports, and presentations, including meeting minutes.
  • Assist with the preparation of high-quality and accurate documents and presentations, including committee and/or board materials.
  • Complete monthly expense reports for executives and others in a timely manner.
  • Develop and maintain electronic and physical documentation filing systems.
  • Track department spend and manage invoices.
  • Assist the executive assistant with event planning and board meeting organization as required.
  • Provide backup support to the executive assistant and office administrator as needed.

Requirements:

  • Post-secondary education in business with administrative office experience and/or a minimum of 5 years of corporate administrative experience.
  • Experience with document management, contracts, and legal knowledge.
  • Proven ability to take the initiative, and the flexibility and adaptability to frequently changing priorities and deadlines while supporting multiple groups and individuals at every level.
  • Tech-savvy with an ability to learn new systems and processes.
  • Advanced knowledge and use of Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
  • Familiarity with SharePoint and OpenInvoice is an asset.
  • Strong written and verbal communication skills with a demonstrated aptitude to proof, edit, and format correspondence, presentations, and reports.
  • Team player with the ability to work independently with minimal supervision.
  • Ability to exercise discretion and confidentiality with sensitive company information.

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