Executive Admin & Office Operations Coordinator

ATCO; Calgary; On-site; CAD 42,000 - 65,000; Full time

Job summary

ATCO is seeking an Administrative Coordinator to provide essential support across leadership, finance, and office operations in Calgary. You will handle calendar coordination, meeting logistics, travel arrangements, and expense management, while maintaining confidentiality and professional service.

You will also process invoices, assist with budgeting and reporting, manage records, and coordinate events, ensuring smooth daily operations and a positive workplace experience.

Qualifications

• High school diploma required.
• Diploma or certificate in Office Administration, Business Administration, or a related discipline considered an asset.
• 0-2 years of administrative, office coordination, customer service, or business support experience.
• Experience supporting leaders, teams, office operations, or administrative processes considered an asset.
• Proficiency with Microsoft 365 applications including Outlook, Word, Excel, PowerPoint, Teams, and related business tools.
• Strong organizational skills with the ability to manage multiple priorities and competing demands.
• Strong attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong interpersonal and customer service skills with the ability to build effective working relationships.
• Ability to work independently while contributing effectively within a team environment.
• Adaptability and initiative with the ability to anticipate needs and proactively support business objectives.

Responsibilities

• Provide administrative support to Directors and leadership team members, including calendar coordination, meeting logistics, travel arrangements, and expense management.
• Coordinate large meetings, workshops, leadership sessions, and team events.
• Process expense claims and support travel bookings in accordance with company policies.
• Facilitate document approvals, electronic signatures, and workflow coordination using approved systems.
• Prepare, edit, format, and distribute reports, presentations, correspondence, and other business documents.
• Manage confidential information, urgent requests, and sensitive documentation with a high degree of professionalism and discretion.
• Provide administrative coordination that supports leaders in achieving business objectives.
• Process invoices, purchase requisitions, and other financial transactions using appropriate project and cost centre allocations.
• Support departmental budgeting, tracking, reporting, and administrative controls as required.
• Act as a Time & Attendance system super user by providing support, guidance, and system administration assistance.
• Maintain records, documentation, filing systems, and business information in accordance with company requirements.
• Coordinate routine reporting, document management, and business administration activities.
• Support efficient execution of business processes and administrative workflows.
• Greet and assist visitors, guests, vendors, and meeting participants in a professional manner.
• Coordinate office moves, seating arrangements, facilities requests, and workplace support activities.
• Submit and monitor facilities, technology, and service requests as required.
• Support a positive workplace experience through responsive office coordination and administration.

Skills

Organizational skills

Written & verbal communication

Interpersonal skills

Customer service

Teamwork

Independent working

Adaptability

Education

High school diploma

Office Admin / Business Admin certificate

Tools

Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)

Job description

ATCO is seeking an Administrative Coordinator to provide essential support across leadership, finance, and office operations in Calgary. You will handle calendar coordination, meeting logistics, travel arrangements, and expense management, while maintaining confidentiality and professional service.

You will also process invoices, assist with budgeting and reporting, manage records, and coordinate events, ensuring smooth daily operations and a positive workplace experience.