Administrative Assistant - Major Projects

Adecco Canada; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

Adecco Canada is seeking a Senior Administrative Assistant to support Directors within the Major Projects Department in Calgary, AB. This full-time role entails managing calendars, coordinating travel, and facilitating effective communication among teams. Ideal candidates possess at least 5 years of administrative experience and proficiency in Microsoft Office. Join a supportive environment with benefits from the start, ensuring efficiency in project operations.

Benefits

Paid weekly

Medical and dental benefits

Free training programs

New and quicker onboarding process

Qualifications

• Minimum 5 years experience in an administrative support role.
• Ability to manage multiple priorities effectively.
• Experience in a fast-paced, technical environment.

Responsibilities

• Deliver senior-level administrative support, managing complex calendars.
• Coordinate travel arrangements and logistics.
• Prepare and submit expense reports promptly.

Skills

Interpersonal skills

Communication skills

Attention to detail

Discretion

Education

Diploma or certificate in office administration

Tools

Microsoft Office Suite

Project management software

Job description

Adecco is currently hiring a full-time highly organized and proactive Senior Administrative Assistant to support two Directors within our Major Projects Department , including the Director of the Project Management Office for our client in Calgary, AB. This critical role acts as a central point of coordination and communication, ensuring smooth administrative operations and facilitating effective interactions between leadership, internal teams, and external stakeholders.

• Pay Rate : $40.00 / hour (based on experience)
• Shift : Monday to Friday
• Job type : Long term contract | Full-time

Here's why you should apply :

• Paid weekly accurate and on time
• Strong health and safety programs
• Medical and dental benefits once qualified
• Free training programs
• New and quicker onboarding process

Responsibilities :

• Deliver proactive, personalized senior-level administrative support in a timely and organized manner.
• Manage complex electronic calendars, resolving scheduling conflicts related to high volumes of meetings, travel, competing priorities, and time-sensitive requests.
• Monitor the Directors' inboxes, flagging emails for action, priority, or data relevance; file and organize correspondence as needed.
• Coordinate travel arrangements, sometimes on short notice, and ensure related logistics are handled efficiently.
• Prepare and submit Directors' expense reports promptly; review and manage expense submissions from direct reports for approval.
• Track and follow up on documents requiring the Sr. Director's review and approval, including invoices and purchase orders.
• Maintain organized, accurate, and properly formatted documentation (both electronic and paper), managing a high volume of materials.
• Ensure timely and accurate communication between the Directors and their direct reports.
• Provide administrative support to the Directors' teams, both in-office and in the field, including onboarding / offboarding contractors, ordering supplies, and tracking training deadlines.
• Organize internal and external events, including logistics for meetings (e.g., hotels, catering, meeting rooms), preparing materials, and escorting guests as needed.
• Assist with special projects such as travel tours, department-wide initiatives, vendor account setup, and process improvement efforts.
• Maintain and manage the team vacation schedule and coordinate office floor space.
• Administer SharePoint access and support related tasks.
• Manage general office needs, including public announcements, supply inventory, meeting room coordination, and equipment servicing.
• Support project documentation efforts, including formatting presentations and gate decision packages.

Qualifications :

• Minimum 5 years of experience in an executive or senior administrative support role, preferably within a project-driven or technical environment.
• Proven ability to manage multiple priorities and work effectively in a fast-paced, deadline-driven setting.
• Strong interpersonal and communication skills, with the ability to interact confidently with all levels of staff and stakeholders.
• High level of discretion, professionalism, and attention to detail.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with project management software is an asset.
• Diploma or certificate in office administration or related field preferred.
• Mu st be legally eligible to work, and reside in Canada

Are you interested in this position? Apply now! Our dynamic team of recruiters will reach out if you qualify for this role.

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