Administrative Assistant

Ambica Trading LLC; Calgary; On-site; CAD 36,000 - 48,000; Full time

Job summary

Ambica Trading LLC is seeking an Administrative Assistant in Calgary, AB to provide daily office support. Primary duties include managing calendars, scheduling meetings, organizing files, and maintaining records, along with handling calls, emails, and visitor greetings.

You will assist with document prep, data entry, and basic reporting, and support leadership with travel arrangements and meeting coordination, while collaborating with internal teams to ensure smooth operations.

Qualifications

• Scheduling, filing, data entry, and document management.
• Professional phone etiquette and excellent communication (written and verbal).
• Experience or aptitude in executive administrative assistance, calendars, and supporting leadership tasks.
• Experience in an office or operations environment, preferably in industrial, technical, or trading sectors.
• Proficiency with office software (e.g., Microsoft Office) and basic computer literacy.
• Strong attention to detail, organizational skills, and ability to prioritize multiple tasks in a fast-paced setting.
• Ability to work collaboratively with diverse teams and maintain a client-focused demeanor.
• High school diploma or equivalent; post-secondary education in business administration or related field is an asset.

Responsibilities

• Manage calendars, schedule meetings and coordinate travel as needed.
• Organize files and maintain accurate records for office operations.
• Handle phone calls and emails; greet visitors and direct inquiries.
• Assist with document preparation, data entry, and basic reporting.
• Support executive leadership with travel arrangements, meeting coordination, and follow-up tasks.
• Collaborate with internal teams; order office supplies and maintain workflows.

Skills

Scheduling

Data entry

Document management

Phone etiquette

Communication

Executive support

Calendar management

Travel arrangements

Team collaboration

Attention to detail

Organization

Client-facing

Education

High school diploma

Post-secondary education in business administration or related field (asset)

Tools

Microsoft Office

Google Workspace

Job description

Company Description

Ambica Trading LLC is a global trading and solutions company specializing in power generation systems and industrial equipment for clients across international markets. The company focuses on sourcing and supplying new, used, and reconditioned diesel generator sets, power equipment, and mechanical solutions from trusted manufacturers for industries such as construction, manufacturing, infrastructure, utilities, and energy-intensive operations. Ambica Trading LLC emphasizes quality assurance, transparent business practices, and long-term partnerships, carefully evaluating equipment for performance, durability, and value. With a global outlook and efficient logistics, competitive pricing, and responsive support, the company bridges the gap between suppliers and end users. Its mission is to empower businesses worldwide with dependable power and industrial solutions backed by trust, professionalism, and a commitment to excellence.

Role Description

This is a full-time, on-site Administrative Assistant role based in Calgary, AB. The Administrative Assistant will provide daily support to office operations, including managing calendars, scheduling meetings, organizing files, and maintaining records. The role includes handling phone calls and emails, greeting visitors, directing inquiries, and ensuring professional front-office communication. The Administrative Assistant will assist with document preparation, data entry, and basic reporting, as well as support executive leadership with travel arrangements, meeting coordination, and follow-up tasks. The role also involves collaborating with internal teams, ordering office supplies, and helping ensure efficient, organized, and compliant administrative workflows.

Qualifications

• Candidates should possess strong Administrative Assistance and Clerical Skills, including scheduling, filing, data entry, and document management.
• Candidates should demonstrate professional Phone Etiquette and excellent Communication skills, both written and verbal.
• Candidates should have experience or aptitude in Executive Administrative Assistance, such as managing calendars, preparing correspondence, and supporting leadership tasks.
• Relevant experience in an office or operations environment, preferably in industrial, technical, or trading sectors.
• Proficiency with office software (e.g., Microsoft Office or similar tools) and basic computer literacy.
• Strong attention to detail, organizational skills, and the ability to prioritize multiple tasks in a fast-paced setting.
• Ability to work collaboratively with diverse teams and maintain a professional, client-focused demeanor.
• High school diploma or equivalent required; post-secondary education in business administration or a related field is an asset.