Administrative Assistant

Infracon; Calgary; Hybrid; CAD 33,000 - 39,000; Part time

Job summary

Infracon Construction Inc. in Calgary is seeking a highly organized Part-Time Administrative Assistant to support our office.

This office-based role runs Monday through Friday from 8:00 AM to 12:00 PM, in Calgary, AB. You will manage day-to-day administration, coordinate travel, assist senior leadership, maintain records and CRM data, prepare documents, and support meetings, events, and general office operations.

Qualifications

• Previous administrative or executive assistant experience preferred.
• Strong organizational skills and keen attention to detail are required.
• Ability to prioritize multiple tasks with minimal supervision.

Responsibilities

• Maintain an organized, welcoming office and reception area.
• Coordinate travel arrangements and calendar management for senior leadership.
• Prepare documents, reports, proposals, and presentations.
• Manage CRM data and assist with marketing and business development activities.

Skills

Organizational skills

Communication

CRM knowledge

Calendar management

Tools

Microsoft Office 365

Salesforce

Adobe Acrobat

SharePoint

Power Automate

Canva

Google Earth/KMZ

Job description

Job Description: Part-Time Administrative Assistant
Location: Calgary, AB (Office-based, part-time role, Monday-Friday)
Company: Infracon Construction Inc.
Hourly Wage: $24-$28 per hour (depending on experience)

Position Overview:
Infracon Construction is seeking a highly organized, dependable, and proactive Part-Time Administrative Assistant to support our Calgary office. This is an office-based role working Monday through Friday from 8:00 AM to 12:00 PM.

The successful candidate will take ownership of the day-to-day administration and organization of the Calgary office while providing administrative support to senior leadership and assisting with a variety of corporate functions, including travel coordination, business development support, document preparation, communications, and other company initiatives.

Responsibilities

Office & Reception Administration

• Maintain an organized, professional, and welcoming office and reception area
• Monitor and replenish office, kitchen, and coffee supplies
• Maintain shared office equipment and coordinate service or repairs as required
• Liaise with building/office management regarding maintenance, access, and other office-related matters
• Collect, sort, and distribute incoming mail and deliveries
• Prepare and coordinate outgoing mail, couriers, and packages
• Prepare and distribute internal office communications and memos
• Assist with meeting room preparation and general office coordination
• Maintain office records, contact information, and administrative files
• Assist with planning staff events, meetings, lunches, and other office activities
• Manage the company’s Calgary condo unit, including the booking calendar, rent payments, cleaning services, restocking supplies, and other accommodation-related requirements

Executive & Administrative Support

• Provide administrative support to the Vice President, Director of Indigenous Relations, and Director of Business Development
• Coordinate travel arrangements, including flights, accommodations, and transportation, as well as restaurant reservations, meetings, and events
• Assist with calendar management and meeting coordination as required
• Organize, code, and submit corporate credit card receipts and supporting documentation
• Format letters, reports, presentations, proposals, resumes, project sheets, and other business documents
• Maintain files, records, and documentation, including general filing, scanning, copying, and document control
• Maintain client, contact, opportunity, and meeting information in Salesforce, including entering meeting notes and performing routine CRM updates
• Update project sheets, client lists, business development records, and other tracking documents as requested
• Monitor shared email inboxes and distribute or action requests as required
• Assist with social media content and maintain corporate photos, marketing materials, templates, and other shared resources
• Assist with conferences, community events, sponsorships, and other business development initiatives
• Assist with maintaining company Google Earth/KMZ files and other project information, where experience allows
• Assist with Microsoft Power Automate workflows and other process-improvement initiatives where experience allows
• Provide general administrative support to other departments as required

Qualifications

• Previous administrative, office coordination, reception, or executive assistant experience is preferred
• Strong organizational skills with excellent attention to detail
• Demonstrated initiative and follow-through, with the ability to identify routine administrative needs and action them independently
• Ability to prioritize and manage a variety of responsibilities with minimal supervision
• Strong written and verbal communication skills, with a professional and approachable manner
• Proficient with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams)
• Experience with Adobe Acrobat and SharePoint is an asset
• Experience coordinating travel, meetings, accommodations, and expense documentation is an asset
• Experience with Salesforce or another CRM platform is an asset
• Experience with Canva, social media platforms, or similar tools is an asset
• Experience with Power Automate or other workflow automation tools is an asset but not required
• Experience with Google Earth/KMZ files is an asset but not required
• Ability to learn new software and processes quickly
• Comfortable interacting professionally with employees, visitors, vendors, clients, and senior leadership

What We Offer

• Consistent part-time schedule, Monday-Friday from 8:00 AM to 12:00 PM
• Downtown Calgary office location
• Competitive hourly wage of $24-$28, depending on experience
• Varied role with exposure to operations, executive administration, Indigenous Relations, business development, proposals, and marketing
• Collaborative work environment with the opportunity to take ownership of the day-to-day organization of the office