Closed listing
Administrative Assistant
- Calgary, AB, Canada
Full-time
This opening has closed.
The original listing is kept below for reference.
Job details
- Job type
- Full-time
- Closing date
- Posting language
- English
- Posted
Similar jobs hiring now
Search current openingsOriginal job description
Archived listing. The details below describe a past opening.
Helical Pile Solutions is a deep foundations contractor with over 30 years of experience in the industry, recently acquired by Java Holdings Ltd. ("Java"). Java staff have over 50 years of experience building some of Canada's largest electrical infrastructure projects.
We are seeking a dynamic and detail-oriented Administrative Assistant to support our Quarry Park office in Calgary. Reporting directly to the Senior Manager of Information Technology, this role plays a key part in ensuring the efficient day-to-day operation of the office and providing administrative support to internal and external stakeholders.
Position Summary:
The Administrative Assistant is responsible for front-office operations, administrative coordination, documentation management, and general office organization. This role requires strong communication skills, sound judgment, and the ability to manage multiple priorities in a professional and confidential manner.
Key Accountabilities:
Administrative Support
Desired Qualifications:
We are seeking a dynamic and detail-oriented Administrative Assistant to support our Quarry Park office in Calgary. Reporting directly to the Senior Manager of Information Technology, this role plays a key part in ensuring the efficient day-to-day operation of the office and providing administrative support to internal and external stakeholders.
Position Summary:
The Administrative Assistant is responsible for front-office operations, administrative coordination, documentation management, and general office organization. This role requires strong communication skills, sound judgment, and the ability to manage multiple priorities in a professional and confidential manner.
Key Accountabilities:
Administrative Support
- Serve as the primary point of contact for all office-related inquiries
- Answer incoming phone calls at the reception desk and route them appropriately
- Greet visitors in a professional and respectful manner
- Manage calendars, schedule meetings, and coordinate appointments
- Monitor incoming emails, service tickets, and invoice inquiries, directing them to the appropriate team members
- Assist with drafting, proofreading, and distributing internal and external communications
- Ensure common areas, including the kitchen, lunchroom, and boardrooms, are kept clean and organized
- Maintain organized and accessible filing systems for policies, procedures, and project documentation
- Prepare and distribute reports as requested
- Plan and coordinate meetings with internal and external participants, ensuring required resources are available
- Arrange refreshments for meetings when applicable
- Record and distribute meeting minutes, action items, and follow-up tasks
- Coordinate virtual meetings, webinars, and teleconferences
- Manage inventory for office and kitchen supplies, including stationery and refreshments
- Ensure timely ordering and restocking to maintain appropriate supply levels
Desired Qualifications:
- 3-5 years of experience in an administrative support role preferred
- Strong organizational and time-management skills with the ability to prioritize effectively
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365 tools, including Teams and OneDrive
- Excellent written and verbal communication skills
- High attention to detail and accuracy in data entry and recordkeeping
- Ability to maintain confidentiality and handle sensitive information appropriately
- Proactive, self-motivated, and able to work both independently and collaboratively
- Valid driver's license and willingness to occasionally use a personal vehicle for work-related travel
- Ability to sit for extended periods and work on a computer
- Commitment to ongoing skills development, including training and certifications
- Extended Healthcare Plan (Medical, Disability, Dental & Vision)
- Group RRSP
- Group Life - AD&D - Critical Illness Insurance
- Training & Development
- Employee Assistance Program - Counseling
More about this job
Responsibilities
The Administrative Assistant manages front-office operations, including reception, scheduling, and communication for internal and external stakeholders. They are also responsible for documentation management, meeting coordination, and maintaining office and kitchen inventory.
Requirements
Candidates should ideally have 3-5 years of administrative experience and proficiency in Microsoft 365 tools. A valid driver's license and the ability to handle sensitive information with confidentiality are also required.
Skills
- Administrative Support
- Office Management
- Calendar Management
- Microsoft Office
- Microsoft 365
- Communication Skills
- Documentation Management
- Meeting Coordination
- Inventory Management
- Data Entry
- Time Management
- Confidentiality
Benefits
- Extended Healthcare Plan
- Medical Insurance
- Disability Insurance
- Dental Insurance
- Vision Insurance
- Group RRSP
- Group Life Insurance
- AD&D Insurance
- Critical Illness Insurance
- Training & Development
- Employee Assistance Program
- Counseling
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Construction
- Consulting
Keywords
- Administrative Support
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Microsoft Teams
- OneDrive
- Office Management
- Deep Foundations
- Construction
- IT Services
- Record Keeping
- Meeting Minutes
- Calendar Coordination
- Front-Office Operations