Administrative Assistant

EPCOR; Edmonton; On-site; Full time

Job summary

EPCOR is seeking a proactive Administrative Assistant for a temporary full-time role supporting the Water Services Team in Edmonton. The ideal candidate will manage administrative tasks, coordinate meetings, and ensure effective communication within the team. This role requires strong organizational skills, attention to detail, and proficiency in Microsoft Office and Oracle. Join EPCOR and contribute to essential water services in a dynamic environment.

Qualifications

• 3+ years in a senior administrative role with calendar management.
• Experience in document management and event coordination.

Responsibilities

• Support Directors with scheduling, document preparation, and meetings.
• Coordinate logistics for travel and manage sensitive information.

Skills

Organizational Skills

Communication

Problem Solving

Attention to Detail

Education

High School Diploma

Administrative Professional Certificate

Business Administration Diploma

Tools

Microsoft Office Suite 365

Oracle

SharePoint

Job description

Join to apply for the Administrative Assistant role at EPCOR

Join to apply for the Administrative Assistant role at EPCOR

We have an exciting temporary full-time opportunity—lasting up to 18 months—for a highly organized and proactive Administrative Assistant to support the Water Services Team at the Rossdale Water Excellence Lab Building in Edmonton, AB.

In this role, you will support the Directors and their teams with administrative tasks and manage various functions, including scheduling, document preparation, records management, expense tracking, SharePoint maintenance, and coordinating meetings and events. You will also serve as a liaison between Directors and stakeholders to facilitate effective communication.

We welcome applications from both internal and external candidates. EPCOR employees should use their “@epcor.com” email address to ensure seniority considerations.

What you’d be responsible for

The Administrative Assistant will report directly to the Director, Regulatory and will also be supporting other Directors and Teams at the Rossdale Water Excellence Lab Building. Your key accountabilities in the role include, but are not limited to:

Planning:

• Providing input to the annual administrative plans and directions ensuring on-going appropriate relationships with other positions.

Measures:

• Ensuring:
  • the delivery of optimal results against appropriate performance metrics.
  • that work is accurate and timely.
• Organizing records and on-line materials for ready intuitive reference.

Logistics:

• Coordinating meeting logistics, schedules appointments and accepting meeting planners for the office of the Directors.
• Developing, compiling, copying and distributing meeting agendas and related materials.
• Arranging Conference/Video calls.
• Maintaining meeting files for the Directors.
• Acting as a point of contact in the Directors absence, reviewing emails, screening or redirecting calls and providing information to callers.
• Handling sensitive and confidential information with utmost discretion and professionalism.

Meeting Support:

• Attending meetings as required to manage meeting materials, taking minutes and tracking actions and decisions.
• Coordinating off-site business meetings and team events; communicating with external facilities to arrange for rental accommodation and related support ( eg. catering).
• Coordinating catering orders for business meetings where required.

Document Management:

• Drafting, reviewing, preparing and formatting documents, correspondence and presentations as required. Proofing all material to ensure it is readable and error free.
• Maintaining distribution lists for internal communications including memorandums and team talks.
• Maintaining a current file key and ensuring file retention and archiving in accordance with records management standards.
• Anticipating Director’s needs and proactively addressing administrative tasks.

Reporting:

• Compiling information from various groups for regular business reports, coordinating the finalization and posting of the report.
• Running reports in Oracle or ERS, exporting information in excel and formats materials for presentation and/or distribution. (ex. Absence reports, near miss reports, training reports, incident closure reports)

Travel:

• Coordinating logistics for travel.
• Tracking mileage and filing expense claims for the Directors.
• Administering all Travel & Training requests.
• Processing POs and invoices required.
• Reconciling P-cards for the Directors.

Office Support:

• Ordering/maintaining materials and supplies as required.
• Coordinating office moves/new hires
• Completing ServiceNow as required.
• Liaising with help desk, IS or facilities to resolve workspace issues.
• Ordering Business Cards.

What’s required to be successful

Qualifications, experience and behaviours you possess are:

• High school diploma (GED, or equivalent level of secondary education)
  • Administrative Professional Certificate or Business Administration Diploma from a recognized post-secondary institute would be an asset.
• 3+ years of directly and progressively responsible experience in a senior administrative related position which will include:
  • General administrative support and coordination for senior leaders.
  • Calendar management and meeting logistics.
  • Document and records management.
  • Managing multiple priorities, administrative coordination and logistics.
  • Event planning/coordination from start to finish.
  • Reconciling P-cards/expenses and invoices.
  • Proficient in Microsoft Office suite 365, Outlook, MS Teams and Oracle.
  • Skills and knowledge with ERPs and SharePoint.
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
• Proficient in developing systems to organize workflows, assure quality and provide timely services.
• Proven ability to prioritize while managing competing priorities and meeting deadlines.
• Ability to actively listen and use creativity to solve issues that arise.
• Professional and polished demeanor.
• Advanced skills and administrator knowledge in SharePoint design would be an asset.

As the ideal candidate, you are highly organized, an effective communicator, and work independently with strong problem-solving skills. You set high standards for your work, demonstrating meticulous attention to detail and sharp analytical abilities. Additionally, you are confident, resourceful, and motivated, approaching challenges with a proactive "can-do" attitude.

Other important facts about this job

Jurisdiction: CSU 52

Class: A2

Hours of work: 75 hours biweekly

Wage: Starting at $30.89 per hour

• Final Wage and Step will be determined at the time of selection and is based on a combination of factors as outlined in the CA that may be found online and are subject to change based on the ratification of the new Collective Agreement.

EPCOR Employees, ensure that you are using your “@epcor.com” email address.

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Please note the following information:

• A requirement of working for EPCOR is that you are at least 18 years of age, successfully attained a high school diploma (GED, or equivalent level of secondary education) and legally entitled to work in Canada. (A copy of a valid work permit may be required.)
• If you are considered for the position, clearance on all applicable background checks (which may include criminal, identity, educational, and/or credit) and professional reference checks is required. Some EPCOR positions require an enhanced level of background assessment, which is dictated by law. These positions require advanced criminal record checks that must also be conducted from time to time after commencement of employment.
• A technical/practical assessment may be administered during the selection process and this exercise will be used as a part of the selection criterion.
• To meet the physical demands required of some positions, candidates must be in good physical condition and willing to work in all weather conditions. Clearance on pre-placement medical and drug and alcohol testing may be required.

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Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Utilities

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