Administrative Assistant

Procom; Calgary; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is looking for an Administrative Assistant to support executive operations in a dynamic environment. This role involves managing calendars, coordinating meetings, and preparing communications for senior management. The ideal candidate will have exceptional organizational skills and a proven track record of maintaining confidentiality. Join a vibrant team where your contributions will be valued, and help streamline processes while adapting to the fast-paced demands of the workplace. If you thrive in a supportive role and enjoy making a difference, this opportunity is perfect for you.

Qualifications

• 5+ years of administrative experience supporting executives.
• Advanced proficiency in Microsoft Office Suite is essential.

Responsibilities

• Coordinate day-to-day activities and oversee logistics for meetings.
• Create high-caliber internal and external communications and presentations.

Skills

Organizational Skills

Communication Skills

Time Management

Confidentiality

Adaptability

Education

High School Diploma

Certificate in Business Administration

Tools

Microsoft Office Suite

Microsoft Teams

Job description

On behalf of our client, Procom is seeking an Administrative Assistant for a 2-month contract in Calgary, Alberta. This role is onsite.

Key Responsibilities:

1. Coordinate day-to-day activities, oversee logistics for meetings, and make necessary travel arrangements.
2. Manage calendars, prioritize meeting requests, prepare agendas and meeting minutes, track actions and deliverables.
3. Assist with prioritization of work schedules and communicate directives on behalf of the Vice President and Directors.
4. Create high-caliber internal and external communications and presentations.
5. Plan and organize departmental meetings and employee events.
6. Maintain confidentiality and discretion with access to sensitive information.
7. Prepare monthly corporate credit card reconciliations and expense reports.
8. Coordinate memberships, conference registrations, and travel arrangements.
9. Manage purchase orders and payment processes, including contract tracking.
10. Manage departmental stationary needs, internal mail, and courier services.
11. Support onboarding/offboarding administration for employees.

Mandatory Skills:

1. High School Diploma and a certificate or diploma in Business Administration or equivalent field.
2. Minimum of 5 years of administrative experience supporting at an executive or senior management level.
3. Exceptional organizational and planning skills.
4. Ability to thrive in a fast-paced, deadline-driven environment and adapt to changing priorities.
5. Advanced proficiency in Microsoft Office Suite including Teams.
6. Excellent written and verbal communication skills with attention to detail.
7. Ability to maintain confidentiality with sensitive information.