Administrative Assistant

Jobtailor; Calgary; On-site; CAD 45,000 - 65,000; Full time

Job summary

Jobtailor in Calgary is seeking an experienced Office Coordinator to streamline travel, office operations, and onboarding for a fast-moving team. You will coordinate flights, hotels, and conference logistics while maintaining confidential information and welcoming new hires.

You’ll also set up and manage the Calgary office, liaise with the landlord, and support OH&S and SOP documentation. The ideal candidate is highly organized, people-focused, resilient, and able to improve workflows with

Qualifications

• Extensive experience in coordination and organization.
• Strong people skills and a talent for making others feel taken care of.
• Proficiency in handling confidential information.
• Builder mentality and attention to detail.
• Ability to maintain organization at a high level (Marie Kondo standards).
• Resilience to quickly address emerging challenges without panicking.

Responsibilities

• Coordinate travel and executive travel adjustments efficiently.
• Manage flight itineraries, hotel arrangements, and conference logistics.
• Organize office systems and handle confidential information; onboard new hires.
• Set up Calgary office and liaise with landlord on day-to-day needs.
• Support OH&S requirements and document SOPs to streamline workflows.
• Identify and resolve bottlenecks to boost team efficiency.

Skills

Coordination & organization

People skills

Handling confidential information

Attention to detail

Resilience

Organizational discipline

Job description

Responsibilities

• Coordinate multiple flights, hotel bookings, airport pickups, and executive travel adjustments efficiently.
• Manage and confirm flight itineraries, oversee hotel arrangements, and support conference logistics.
• Organize and maintain office systems, handle confidential information with care, and welcome new hires.
• Set up and sustain the Calgary office, manage day‑to‑day office needs, and liaise with the landlord.
• Support OH&S requirements, develop simple systems, and document SOPs to streamline workflows.
• Identify and resolve operational bottlenecks to help teams work more efficiently.

Qualifications

• Extensive experience in coordination and organization.
• Strong people skills and a talent for making others feel taken care of.
• Proficiency in handling confidential information.
• Builder mentality and attention to detail.
• Ability to maintain organization at a high level (akin to Marie Kondo standards).
• Resilience to quickly address emerging challenges without panicking.

Core Competencies

Demonstrates exceptional organizational skills and the ability to manage multiple tasks efficiently while maintaining a warm and professional demeanor. Capable of optimizing workflows and supporting office operations to enhance team efficiency.