Administrative Assistant

Altis Recruitment; Calgary; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

A recruitment agency in Calgary is seeking an experienced Administrative Assistant who will support clients in a fast-paced environment. This hybrid role involves managing schedules, handling confidential information, and facilitating communication across teams. Candidates must have over 2 years of administrative experience and be proficient in Microsoft 365 applications. This position offers a dynamic workplace where attention to detail is essential.

Qualifications

• 2+ years of experience as an Administrative Assistant.
• Comfortable speaking with clients over the phone and greeting guests in-person.
• Strong understanding of calendar coordination and managing multiple priorities.

Responsibilities

• Answer and direct phone calls; manage guest experience.
• Coordinate calendars, meeting invites, and agendas.
• Book meeting rooms and facilitate meals/refreshments.
• Prepare briefing notes and take meeting minutes.
• Compile and submit expense reports for accuracy.

Skills

Organizational skills

Problem-solving

Time management

Communication skills

Tools

Microsoft 365

Job description

The Administrative Assistant plays a vital role in supporting our clients in a high-energy, fast-paced department. This position requires exceptional organizational skills, proactive problem-solving, and the ability to manage multiple priorities simultaneously. The Administrative Assistant coordinates complex schedules, handles confidential information with discretion, and ensures smooth communication across teams. Your adaptability and attention to detail are crucial for seamless task execution. This role contributes directly to the success of our client's initiatives. Candidates must be eligible to work in Canada.

This is a hybrid role based in Calgary, AB, requiring a combination of remote work and in-office presence.

Responsibilities

• Answering and directing phone calls and managing guest experience at the front desk
• Coordination of calendars, meeting invites, and agendas
• Booking and setting up meeting rooms and facilitation of meals/refreshments
• Reviewing, understanding, and enforcing company policies
• Organizing and responsibly handling confidential information: HR, personal, business, finance
• Preparing briefing notes and taking meeting minutes as required
• Compiling, reviewing, and submitting expense reports
• Reviewing employee/direct report expenses for accuracy and adherence to company policies
• Performing other administrative tasks as required

Qualifications

• 2+ years of experience as an Administrative Assistant
• Comfortable speaking with guests and clients over the phone, and greeting/directing guests in-person at the office
• Experience using Microsoft 365 applications
• Strong understanding of calendar coordination, expectation setting, and time management
• A responsive, open, and clear communication style