Administrative Assistant – Junior

Job: Administrative Assistant – Junior

Location: Edmonton, Alberta

Work Arrangement: Onsite, 5 days per week

Contract Duration: 5+ months (Potential Extension: Up to 12 months)

Total Hours: 833.75

Hours per Week: 36.25

Hours per Day: 7.25

Position Overview

We are seeking a detail-oriented Junior Administrative Assistant to provide day-to-day administrative and clerical support. The successful candidate will assist with document preparation, records management, invoice processing, correspondence, scheduling, and administrative request tracking.

The ideal candidate will have strong organizational skills, attention to detail, excellent communication abilities, and experience using Microsoft Office applications and PDF editing software.

Key Responsibilities

• Assign, track, and process administrative requests using designated systems.
• Monitor and maintain grant-related requests and associated documentation.
• Respond to inquiries and direct questions to the appropriate departments or contacts.
• Prepare written responses, correspondence, memos, and other administrative documents.
• Prepare invoices for review and approval and process invoices using the designated financial system.
• Maintain accurate physical and electronic records of invoices, claims, and other documents.
• Create, organize, and maintain files in accordance with records management standards.
• Proofread, edit, and format Word documents and PDF files.
• Track administrative activities and records using Microsoft Excel.
• Copy, scan, fax, file, and maintain physical and electronic documents.
• Manage email correspondence, calendars, and tasks using Microsoft Outlook.
• Coordinate meetings, book rooms, and assist with event arrangements.
• Maintain confidentiality and ensure the accuracy and completeness of records.
• Prioritize multiple assignments and meet deadlines while supporting daily office operations.

Required Qualifications

Education

• High school diploma or GED.

Experience

• Minimum 2 years of experience editing documents using Adobe Acrobat Pro or similar PDF editing software.
• Minimum 2 years of experience in records and document management, including physical and electronic records and the records life cycle.
• Minimum 2 years of experience proofreading and formatting Word documents in a professional work environment.
• Minimum 2 years of experience using Microsoft Outlook for email, calendar management, task tracking, and related functions.

Skills and Competencies

• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Strong attention to detail and document accuracy.
• Ability to prioritize and manage multiple tasks under tight deadlines.
• Ability to work independently, take initiative, and follow through on assignments.
• Accurate keyboarding and document formatting skills.
• Basic research and information-gathering abilities.
• Ability to handle confidential information appropriately.
• Strong interpersonal skills and the ability to work with staff and stakeholders.

Preferred Qualifications

• Post-secondary education in Office Administration or a related field.
• Experience with financial transactions, invoice processing, and financial data accuracy.
• Experience using Microsoft Excel for financial tracking and reporting.
• Experience with SharePoint-based records and document management.
• Experience working in a ticket-based or email-driven workflow.
• Previous experience in a similar administrative support role.
• Familiarity with records management standards, privacy requirements, and administrative policies.

Working Hours and Location

• Work onsite in Edmonton, Alberta, five days per week.
• Standard working hours are 8:15 AM to 4:30 PM, Alberta time, Monday to Friday, with a one-hour lunch break.
• Provincial statutory holidays are excluded from the regular work schedule.

Additional Requirements

• Successful completion of any required background checks.
• Completion of mandatory workplace training, including privacy, cybersecurity, information management, and workplace conduct.
• Ability to comply with applicable confidentiality, information security, and records management requirements.

Application Instructions

Interested candidates should submit an updated resume that clearly demonstrates how their experience meets the required qualifications. Relevant work experience should include the employer or project, responsibilities, and dates of employment in MMM/YYYY to MMM/YYYY format.