Administrative Assistant

The Hayward Group; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

A professional engineering firm is seeking an experienced Administrative Assistant in Calgary to provide clerical, reception, and administrative support. The ideal candidate will have a diploma in Office Administration and at least 3 years of experience in a professional office environment. This role offers a supportive and engaging workplace culture with a focus on employee satisfaction and stability.

Qualifications

• Minimum of 3 years of administrative experience in a professional office environment.
• Experience working in engineering, construction, or oil and gas industries is a plus.

Responsibilities

• Prepare, edit, and format technical documents, reports, and presentations.
• Coordinate office team builders, catering, and meeting arrangements.
• Greet visitors and clients in a professional manner.

Skills

Microsoft Office Suite proficiency

Administrative experience

Document control familiarity

Education

Diploma or certificate in Office Administration

Job description

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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.
• 3 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 : To be discussed during the interview process.

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.

Our client offers employees more stable careers than typical in the industry, with no layoffs or pay cuts. The team is caring and compassionate, emphasizing employee satisfaction and engagement. The company fosters a collaborative, informal yet professional culture, encouraging ownership of projects and community involvement.

Similar Job Titles :

• Administrative Associate
• Administrative Secretary
• Administrative Specialist
• Executive Assistant
• Front Desk Receptionist
• Office Administrator
• Office Assistant
• Office Manager

Seniority level : Mid-Senior level

Employment type : Full-time

Job function : Administrative

Industries : Oil and Gas and Engineering Services

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Location options include London, ON; Toronto, ON; Calgary, AB.