Administrative Assistant.

Calgary TELUS Convention Centre; Calgary; On-site; CAD 45,000 - 60,000; Full time

Job summary

The Calgary TELUS Convention Centre is seeking an Administrative Assistant to support the Executive Administration Office. This role involves managing schedules, coordinating communication, and providing day-to-day administrative support to ensure the smooth functioning of the office. The ideal candidate will be proactive, organized, and able to thrive in a fast-paced environment, contributing to the success of the Sales team and organizational goals.

Benefits

Comprehensive salary and benefits program

Life and dependent life insurance

Health and dental benefits

Pension plan

Access to a fitness center

Qualifications

• 2 - 5 years of administrative experience required.
• Proven ability to maintain detailed documentation and records.
• Exceptional communication skills with strong prioritization abilities.

Responsibilities

• Deliver confidential administrative assistance to Senior Leadership.
• Manage and coordinate complex calendars and schedules.
• Organize and book meeting rooms and audiovisual requirements.

Skills

Confidentiality

Organizational skills

Time management

Communication skills

Problem-solving

Education

High school diploma

Post-secondary education in business administration or related field

Tools

Microsoft Office Suite

CRM software

Project management tools

Job description

The Calgary TELUS Convention Centre is looking to hire for the position of Administrative Assistant in the Executive Administrative division. Reporting to the Executive Assistant to the CEO and Board Secretary, the Administrative Assistant plays a key role in supporting the Executive Administration Office (EAO).

This position ensures the smooth and professional functioning of the office by managing schedules, coordinating communication, organizing meetings, and providing day-to-day administrative support.

The ideal candidate is a proactive multitasker who thrives in a fast-paced environment and enjoys bringing clarity and organization to a busy leadership team.

Duties and Responsibilities

• Deliver confidential administrative assistance to Senior Leadership, primarily focusing on Sales Administration.

Additionally, provide support to other departments as needed.

• Serve as a key point of contact on behalf of the Director, Sales and Senior Manager, Sales for internal and external inquiries, exercising sound judgment, professionalism, and discretion.
• Proactively manage and coordinate complex calendars, including scheduling meetings, appointments, and travel arrangements.
• Liaise with clients, partners, and internal departments professionally on behalf of the Sales leadership.
• Coordinate and process incoming and outgoing correspondence (email and hardcopy), ensuring timely responses and appropriate follow-up.
• Organize and book meeting rooms, audiovisual requirements, and catering services for meetings and events both onsite and offsite.
• Prepare meeting agendas, presentation materials, reports, and briefing notes as required.
• Track and follow up on key action items and priorities to ensure completion of tasks and alignment across teams.
• Input purchase orders, process expense claims, and assist with tracking departmental budgets and reconciliations.
• Maintain organized filing systems (digital and physical), ensuring confidentiality and ease of access.
• Record and distribute meeting minutes, track decisions and action items, and support coordination of team meetings.
• Support the broader Executive Administration Office as assigned, including providing vacation coverage or continuity support to other administrative roles.
• Other duties as required in support of the Sales team and organizational goals.

Job-Related Skills

• Proven ability to maintain the highest level of confidentiality when handling sensitive information, including client data, financial records, internal communications, and strategic materials.
• Exceptional organizational and time management skills, with the ability to prioritize multiple tasks and deadlines in a fast-paced environment.
• High attention to detail and accuracy, especially when managing documentation, scheduling, and communications.
• Strong verbal and written communication skills and interpersonal interactions with the ability to tailor messaging for various audiences.
• Skilled in designing visually appealing presentations that clearly communicate key messages.
• Quick to learn new systems, tools, and processes, demonstrating adaptability and a proactive approach to problem-solving.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with project management or workflow tools is an asset.
• Capable of working both independently and collaboratively, with a high level of initiative and professionalism.
• Demonstrated ability to remain flexible and composed when navigating shifting priorities or time-sensitive situations.

Core Competencies

Analytical Thinking - Able to break down raw information and undefined problems into specific, workable components that identify the issues at hand.

Make logical conclusions, anticipate obstacles, and considers different approaches to the decision-making process.

Building Relationships - Builds both formal and informal professional relationships.

Maintains and fosters relationships within, across, and external to organizational boundaries.

Obtains and shares information, ideas, and problems.

Solicits advice, support, championship, sponsorship, and commitment that result in smooth transitions of change and the development of mutually acceptable solutions.

Collaboration - Collaborates with other members of formal and informal groups in pursuing common missions, visions, values, and mutual goals.

Places team needs and priorities above individual needs.

Involves others in making decisions that affect them.

Draws on colleagues’ strengths and gives credit to others’ contributions and achievements.

Communications for Results - Clearly and effectively transmits technical and business concepts, ideas, feelings, opinions, and conclusions orally and in writing.

Listen attentively and for comprehension.

Reinforces words through empathetic body language and tone.

Project Management - Given project to coordinate.

Oversees projects with minimal scope, influence, risk, cost, and stakeholder(s). Manages one or more projects.

Thoroughness - Demonstrates attention to detail and accuracy.

Defines and organizes tasks, responsibilities, and priorities.

Takes responsibility for timely completion.

Education & Requirements

High school diploma required.

Post-secondary education in business administration, office management, or a related field is preferred.

Legally eligible to work in Canada.

Experience & Assets

• 2 - 5 years of administrative experience.
• Proven ability to maintain detailed documentation and records, contributing to efficient information management and organizational effectiveness.
• Exceptional communication (verbal and written) and organizational skills with strong prioritization, time management, problem solving and interpersonal skills.
• Experience using CRM software (ex, Momentus) and Concur is a strong asset.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and project management tool.
• Designing visually appealing presentations that effectively communicates key points.
• Working collaboratively in a team environment, as well as independently with minimal supervision.
• The ability to work comfortably in a fast-paced environment handling multiple projects simultaneously, under pressure, and within tight deadlines.
• Customer service-oriented approach with a focus on providing timely and effective support to end-users.

Core Company Success Traits

The CalgaryTELUS Convention Centre :

• Is Calgary’s meeting place, bringing the community together in a central hub to connect, learn, innovate, celebrate, support, and grow.
• Connects Calgary with the global community, leveraging our assets to create opportunities that impact the lives of Calgarians and Canadians.
• Takes pride in our city and in delivering Calgary’s message of hospitality, prosperity, and enlightened growth to countless visitors.
• Is honoured to promote Calgary to the world and to host hundreds of events each year.
• Is responsible for promoting Calgary by working with partners to build Calgary’s reputation as the destination of choice.
• Is committed to providing our guests and employees with a productive, comfortable, sustainable environment.

As a registered Living Wage Employer in the Province of Alberta, we are committed to paying our employees a living wage, allowing them to meet basic living needs and participate in their communities.

The Convention Centre offers a comprehensive salary and benefits program that includes life and dependent life insurance, short and long-term disability, health, and dental benefits, travel medical emergency insurance, flexible spending account, employee assistance program, pension plan, flex and bonus hours, wellness programs, educational opportunities, and access to a fitness center.

Individuals interested in applying for this position can apply online with their resume and cover letter at https : / / calgary-convention.com / careers / .

This posting will close by 12 : 00 PM, Wednesday, June 4, 2025 .

We thank all applicants for their interest.

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