Administrative Assistant

The Hayward Group; Calgary; On-site; CAD 43,000 - 52,000; Full time

Job summary

The Hayward Group is seeking an Administrative Assistant in Calgary to provide comprehensive administrative, clerical, and reception support.

You will handle front desk duties, coordinate meetings, manage documents, and assist engineering teams with formatting and document control, ensuring accurate, timely deliverables for projects. This role offers a collaborative, lean office culture with opportunities to take ownership.

Qualifications

• Diploma or certificate in Office Administration, Business, or a related field.
• 2+ years of administrative experience in a professional office environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Prepare, edit, and format technical documents, reports, and presentations (Word, Excel, PowerPoint).
• Assist with document version control and organization of shared files and folders.
• Maintain structured and organized digital and physical filing systems.
• Support engineering and project teams with administrative tasks, such as calendar coordination, printing/binding reports, and compiling submission packages.
• Take clear and accurate meeting minutes for internal engineering and project meetings.

Skills

Administrative experience

Communication skills

Education

Diploma or certificate in Office Administration, Business, or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Our client, a professional engineering firm, has an exciting opportunity for an Administrative Assistant, who will provide administrative, clerical, and reception services to ensure smooth day-to-day operations. This position is responsible for a range of administrative duties including front desk reception, meeting coordination, office supply management, document preparation, and supporting internal teams with formatting, editing, and document control.

Qualifications

At a minimum, we require:

• Diploma or certificate in Office Administration, Business, or a related field.
• 2+ years of administrative experience in a professional office environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ideally, you also have:

• Experience working in engineering, construction, or oil and gas industries.
• Familiarity with document control systems or engineering document workflows.

Job Type

• Full Time.

Compensation

Responsibilities

Administrative Support

• Prepare, edit, and format technical documents, reports, and presentations (Word, Excel, PowerPoint).
• Assist with document version control and organization of shared files and folders.
• Maintain structured and organized digital and physical filing systems.
• Support engineering and project teams with administrative tasks, such as calendar coordination, printing/binding reports, and compiling submission packages.
• Take clear and accurate meeting minutes for internal engineering and project meetings.

Office Coordination

• Coordinate office team builders, catering, and meeting arrangements as needed.
• Coordinate employee travel for site visits.
• Order and manage office supplies and maintain inventory levels.
• Maintain general tidiness and organization of common office areas.

Reception

• Greet visitors and clients in a professional and welcoming manner.
• Answer and direct incoming phone calls and manage general inquiries.
• Employees have more stable careers with the organization, than is typical in the industry.
• Team members and senior leaders are caring and compassionate. As reflected in employee engagement surveys, people are treated well, and their work success and satisfaction is of utmost importance.
• Employees work closely together, with a focus on teamwork and camaraderie. This is a lean company with a flat organizational structure.
• There is an informal, but hardworking and professional culture in the firm.
• Employees have the ability to work on a range of interesting problems with a wide variety of clients.
• Employees are encouraged to take ownership of projects, from beginning to end. They’re empowered to take responsibility and make decisions.
• The firm values philanthropy, cares about the community, and contributes to charities and other humanitarian causes.