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Office Administrator

2 weeks ago

Calgary, Canada Build It Full time

**About Us**:
**Role Description**:
We are seeking a full-time Office Administrator / Executive Assistant to support our Business Development, Marketing, Operations teams, and our partner. In this dynamic role, you will provide comprehensive administrative support, ensuring that daily operations run smoothly and that communication flows seamlessly between departments. You will be responsible for managing calendars, coordinating meetings, maintaining project documentation, and supporting marketing initiatives, among other duties.

**What We Offer**:

- A work environment where safety is always the top priority
- Monthly employee appreciation events
- A vibrant and inclusive corporate culture
- Career development opportunities
- Exclusive employee discounts
- Access to top-tier family-friendly health and medical programs

**Who You Are**:

- **Experience**: You bring 3-5 years of experience in office administration or as an executive assistant, preferably in a fast-paced environment.
- **Organized**: You have strong organizational skills, an eye for detail, and excel at managing multiple tasks simultaneously.
- **Tech-Savvy**: Proficient in Microsoft Office Suite and familiar with project management tools (e.g., Procore, Buildertrend, or similar).
- **Communicative**: You possess excellent written and verbal communication skills, capable of liaising effectively with team members, clients, vendors, and executives.
- **Proactive**: You take responsibility for your success and are always looking for solutions to move projects forward.
- **Collaborative**: You thrive in team settings and are committed to fostering a positive and transparent work culture.

**Responsibilities**:

- Administrative & Executive Support:_
- Manage executive calendars, schedule meetings, coordinate travel arrangements, and handle expense reporting.
- Provide day-to-day administrative support to the Business Development/Marketing and Operations teams.
- Organize and maintain company documents, contracts, and project files, ensuring that all records are accurate and up-to-date.
- Assist in preparing agendas, taking meeting minutes, and following up on action items from meetings.
- Communication & Coordination:_
- Serve as the primary point of contact for internal and external communications, ensuring efficient information flow across teams.
- Coordinate with various stakeholders—including clients, vendors, and contractors—to support project timelines and deliverables.
- Draft, review, and distribute communications, reports, and marketing materials as needed.
- Project & Office Management:_
- Support project scheduling and progress tracking, ensuring that project timelines and regulatory requirements are met.
- Assist with budget tracking, invoice processing, and procurement support for both office and project needs.
- Oversee general office management, including supply management, event planning, and ensuring a well-organized work environment.
- Business Development & Marketing Support:_
- Collaborate with the marketing team to plan and execute campaigns, events, and promotional activities.
- Conduct market research and compile data to support marketing strategies and business development initiatives.
- Help maintain and update the company website and social media channels with current project and company information.
- Additional Responsibilities:_
- Manage ad-hoc projects and special assignments to support overall business objectives.
- Ensure compliance with internal policies and external regulations across all administrative tasks.
- Foster a culture of excellence, trust, and transparency in every task and interaction.

**What We Value**:

- admire constructive thinkers.
- value trust and transparency.
- believe it's the little details that make for an exceptional customer experience.
- establish a successful culture from the inside out.