Corporate Administrative Assistant

**Who are we?**

The Ballad team is comprised of business professionals, strengthening the communities in which we live and work. Our diverse team brings a wealth of knowledge, experience, and creativity to each project we undertake. We provide services related to workforce development, business planning, government relations, Indigenous engagement, and community development.

The Ballad team is a growing and agile organization. We care deeply about the impact we create. Accountability, collaboration, and entrepreneurial spirit drive our team to support learners, businesses and First Nations & Métis Governments and Communities achieve their goals. Everything we do is from a place of mutual trust and respect. We continuously learn and find creative solutions to support and empower our clients with the hope to foster sustainable outcomes and bring visions to reality.

Our workforce development programs have built capacity in diverse areas including entrepreneurship, insurance, construction, hospitality, supply chain management, and more. We have delivered unique training programs for a variety of organizations, Indigenous Communities and on behalf of the Ministry of Jobs Economy and Norther Development, the Ministry of Seniors, Community & Social Services, Ministry of Children’s Services and Employment and Social Development Canada.

Ballad has a strategic partnership with Cascade Projects Ltd., an Indigenous-owned and controlled company based in Calgary. Through this strategic partnership Ballad and Cascade work collaboratively as a united team to assist Industry with Indigenous engagement, cultural awareness training, and economic inclusion advisory.

**What is the Opportunity?**

The Corporate Administrative Assistant provides high-level administrative support to the corporate office, assisting executives, managers, and employees in a variety of administrative tasks. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with professionalism and discretion. The Corporate Administrative Assistant will contribute to the efficient operation of the corporate office and other Ballad locations by ensuring smooth communication, coordinating meetings, managing office organization, and performing a range of administrative duties.

**Responsibilities**:

- Maintain and organize corporate files, records, and documents, ensuring easy retrieval and confidentiality.
- Assist in the preparation and coordination of corporate events, conferences, and seminars.
- Process expense reports, invoices, and purchase orders, ensuring accuracy and adherence to company policies.
- Coordinate with internal departments and external vendors for various administrative needs, such as office supplies, equipment maintenance, and repairs.
- Act as a point of contact for employees, providing information and assistance on company policies, procedures, and general inquiries.
- Manage office inventory, including supplies, equipment, and stationary, and reorder as necessary.
- Support HR department in administrative tasks, such as employee onboarding.
- Assist in the coordination and execution of special projects as assigned by executives or managers.
- Maintain a professional and welcoming office environment, ensuring cleanliness and organization.
- Coordinate travel arrangements, including flights, accommodations, and transportation for executives and managers
- Uphold and promote company values, ethics, and standards in all interactions and tasks.
- Be a champion of the company culture and have some fun along the way

Qualifications:

- High school diploma or equivalent; additional certifications or a degree in business administration or related field is a plus.
- Proven experience as an administrative assistant or similar role, preferably in a corporate environment.
- Proficiency in using office productivity software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong written and verbal communication skills, with a keen eye for detail and accuracy.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Proactive and self-motivated, with the ability to work independently and as part of a team.
- Strong interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
- Problem-solving and decision-making abilities, with a resourceful and adaptable mindset.
- Flexibility to adapt to changing priorities and multitask effectively in a fast-paced environment.
- Note: This job description is a general outline of the key responsibilities and qualifications required for the role of a Corporate Administrative Assistant. Duties and qualifications may vary depending on the specific needs of the company.
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