Executive Assistant/Office Coordinator

Aplin; Calgary; On-site; CAD 55,000 - 75,000; Full time

Job summary

Aplin is seeking a proactive Executive Assistant / Office Coordinator to join our Calgary consulting team. This in-office role supports the partners with calendar management, travel arrangements, and day-to-day operations while ensuring the office runs smoothly and professionally.

You will coordinate events, assist with proposals and invoices, manage vendors, and explore technology to boost efficiency across Microsoft 365, Copilot, and AI tools, taking ownership of projects from start to finish.

Qualifications

• Previous EA/Office Coordinator experience in professional services.
• Advanced Microsoft 365 skills and strong document formatting.
• Experience with QuickBooks is a plus.
• Strong organization and written/verbal communication skills.

Responsibilities

• Manage front desk operations including visitors, phones, mail, and couriers.
• Provide executive support to partners: calendar management, meeting coordination, travel, and personal assistance.
• Oversee office supplies, vendors, facilities, and day-to-day needs.
• Coordinate company events, meetings, and staff functions.
• Assist with proposals, resumes, and project documentation.
• Support basic marketing and website content updates.
• Assist with invoicing, accounts receivable follow-up, and accounting admin.
• Identify opportunities to streamline administrative processes using Microsoft 365, Copilot, AI, and other tech.
• Take ownership of special projects and follow through independently.

Skills

Microsoft 365

Calendar management

Document formatting

Digital file management

AI-assisted productivity

Tools

QuickBooks

Job description

Aplin is recruiting for a proactive, tech-savvy Executive Assistant / Office Coordinator to join a professional consulting firm in Calgary.

This position will oversee day-to-day office operations while providing administrative and executive support to the firm’s partners. We’re looking for someone who is resourceful, organized, comfortable with new technology, and confident taking ownership of tasks from start to finish.

This is a permanent position that will be fully in-office in SE Calgary.

Responsibilities

• Manage front desk operations, including visitors, phones, mail, couriers, and general office administration.
• Provide executive support to partners, including calendar management, meeting coordination, travel arrangements, and occasional personal assistance.
• Oversee office supplies, vendors, facilities coordination, and day-to-day office needs.
• Coordinate company events, meetings, and staff functions.
• Assist with preparing, formatting, and organizing engineering proposals, resumes, and project documentation.
• Support basic marketing and communications activities, including website content updates.
• Assist with invoicing, accounts receivable follow-up, and general accounting administration.
• Identify opportunities to streamline administrative processes using Microsoft 365, Copilot, AI, and other technology.
• Take ownership of special projects and follow through independently to ensure tasks are completed.

Qualifications

• Previous experience in an Executive Assistant, Office Coordinator, Office Manager, or similar administrative role.
• Advanced proficiency with Microsoft 365 and strong skills in document formatting, PDF software, and digital file management.
• Experience with QuickBooks or similar accounting software is an asset.
• Comfortable learning new systems and using technology and AI tools to improve efficiency.
• Excellent organizational skills with the ability to manage competing priorities and support multiple stakeholders.
• Strong written and verbal communication skills with exceptional attention to detail.
• Experience in engineering, consulting, or professional services is an asset.

At Aplin — together with our brands CompuStaff, Impact Recruitment, and Vantix Systems — we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers. Accommodation is available upon request throughout all stages of the recruitment process.