Administrative Assistant

1 week ago

Calgary Alberta TP G Canada Executive Solutions Full time $30,000 - $60,000 per year

Our client is a well-established non-profit organization located in SE Calgary, dedicated to providing vital community support services across the region. With a passionate team and a warm, collaborative culture, they are seeking a dependable and detail-oriented Administrative Assistant to join their close-knit office. This is a hands-on administrative role that supports the day-to-day operations of the organization and provides direct assistance to the management team and program staff. It's an ideal position for someone with 1–4 years of administrative experience (or a strong recent graduate with relevant co-op/internship experience) who enjoys variety and wants to make a meaningful difference in the community.

Key Responsibilities

  • Manage calendars, schedule internal and external meetings, and coordinate room bookings
  • Arrange staff and volunteer travel, accommodations, and detailed itineraries when required
  • Prepare, edit, and format correspondence, reports, funding proposals, and presentations
  • Answer phones, greet visitors, and act as the first point of contact for donors, clients, and community partners
  • Maintain organized paper and electronic filing systems in compliance with privacy policies
  • Process incoming/outgoing mail, monitor general inbox, and respond or redirect inquiries
  • Order office supplies, track inventory, and coordinate with vendors
  • Assist with event logistics (board meetings, staff events, volunteer appreciation, fundraising activities)
  • Support basic bookkeeping tasks: process invoices, receipts, and expense reimbursements
  • Enter donor and client data into the database (training provided) and generate simple reports
  • Take accurate meeting minutes and follow up on action items
  • Provide onboarding support for new staff and volunteers
  • Handle confidential information with discretion and professionalism
  • Perform other administrative duties as needed

What You Bring

  • 1–4 years of administrative, customer service, or office support experience (non-profit experience is an asset but not required)
  • Strong proficiency in Microsoft Office (Word, Excel, Outlook) and/or Google Workspace
  • Excellent written and verbal communication skills
  • Superior organizational skills and a keen eye for detail
  • Ability to prioritize and juggle multiple tasks in a busy environment
  • Positive, professional, and approachable demeanor
  • Commitment to maintaining confidentiality and handling sensitive information appropriately
  • A genuine interest in supporting the non-profit sector and the community

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