Administrative Support Specialist

1 month ago

Calgary, Alberta, Canada Kingston Midstream Full time

Job Title: Senior Administrative Assistant

Location:

About Kingston Midstream:

We're a dynamic and growing organization driven to create value every day. Our Guiding Principles are the foundation of our culture: we're committed to learning and improvement, we care about people and relationships, we're problem solvers and decision makers, we collaborate, and we're accountable. We believe our employees are the primary drivers of our growth and success, and we reward their commitment with opportunities for development, advancement, and a comprehensive and competitive benefits and compensation package.

Job Overview:

We're seeking a talented individual who excels at detailed work, collaborates 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 full inventory contract, tracking expiration dates, renewals, and deadlines.
  • Provide support with SharePoint and publishing documents.
  • Organize and manage mail outs to shippers.
  • Manage meetings, events, couriers, and travel arrangements, scheduling and tracking 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 SAP Concur.
  • 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 to the Executive Assistant and Office Admin as required.

Requirements:

  • Post-secondary education in business with administrative office experience and/or minimum 5 years of corporate administrative experience.
  • Experience with document management, contracts, and legal knowledge.
  • Proven ability to take the initiative and adapt 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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