Reception and Operations Assistant

Run my Accounts AG; Edmonton; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading life sciences organization located in Edmonton is seeking an Administrative Support professional to provide essential front desk coverage and enhance tenant experiences. The role includes general administrative duties, customer service, event support, and effective communication with tenants. Candidates should have a High School Diploma and at least 2 years of relevant experience. The position offers opportunities for professional development in a collaborative environment. In addition, employees enjoy comprehensive health coverage and generous paid time off.

Benefits

Comprehensive Health Coverage

Payment in Lieu of Pension

Professional Development Opportunities

Generous Paid Time Off

Green Transit Allowance

Work From Home

Qualifications

• High School Diploma required; Office Administration Certificate preferred.
• Minimum 2 years of client service experience; related volunteer experience accepted.
• Comfortable in a startup environment; dependable and resourceful.

Responsibilities

• Provide administrative support and front desk coverage.
• Engage with tenants and manage inquiries.
• Support event delivery and vendor management.

Skills

Customer service

Event planning

Interpersonal skills

Proficiency in Microsoft Office Suite

Collaboration

Education

High School Diploma

Office Administration Certificate

Tools

CRM Software

Zoom

Google Meet

Microsoft Teams

SharePoint

Job description

About API

Applied Pharmaceutical Innovation (API) brings life-saving research to the real world by helping life science innovators bridge the gap between academic research and commercial product development. We are driven, compassionate, and laser focused on making a dramatic positive impact with everything we undertake.

When you join API, you are part of a rapidly growing team that is creating collaborative opportunities to commercialize Canadian life sciences discoveries, increasing the amount of commercial research and development in the country, and supporting Alberta as a key pillar in Canada’s life sciences sector.

** Please note this position requires full-time on-site presence.**

Key Responsibilities

General Building Administrative Support (50%)

• Provide front desk coverage and visitor admission via west vestibule intercom (8:30am-4:30pm).
• Distribute short-term keys/fobs and parking placards.
• Answer phone calls and assist with deliveries.
• Set up and clean meeting spaces
• Monitor Joan meeting room booking system and ensure Joan units are charged.
• Maintain lounge, upstairs kitchen, and plants.
• Daily maintenance of coffee machine
• Routine kitchen upkeep
• Water plants regularly

Tenant Customer Service (15%)

• Serve as the first point of contact for the BBDC building.
• Respond to inquiries from prospective tenants via email and phone.
• Manage snack inventory and replenishment.
• Efficiently communicate tenant concerns to appropriate API delegate(s).

Engagement & Brand Support (10%)

• Work collaboratively with internal teams to deliver a superior customer experience for tenants and stakeholders.
• Snacks & maintain lounge.
• Post announcements and events to intranet.
• Email communication to tenants through CRM.

Technical Operations Support (10%)

• Coordinate and liaise with contractors. Support Technical Operations with hospitality and catering for meetings.
• Interface with contractors supporting tenant experience (e.g., coffee connection, Otis)

Event Support (10%)

• Support the delivery of API events, incubator-hosted events, sponsor activations, and information sessions.

Vendor Management (5%)

• Liaise with vendors and service providers to ensure timely and high-quality delivery of services for BBDC tenants and events.

Qualifications

Education

• High School Diploma, required.
• Office Administration Certificate, preferred.
• Diploma in a related field is considered an asset.

Experience

• Minimum 2 years of experience client service; relevant volunteer or post-secondary experience will be considered.
• Hospitality, event planning, tour hosting, or service roles (e.g., hotel concierge, server, hostess), is considered an asset.
• Vendor coordination (e.g., caterers, AV providers, facilities support), is considered an asset.

Personal Competencies

• Proficiency in hosting and facilitating both in-person and virtual events via Zoom, Google Meet, and Microsoft Teams.
• Familiarity with SharePoint, including intranet site updates
• Working knowledge of Microsoft Office Suite
• Collaborative and enthusiastic team player with excellent interpersonal and communication skills
• Professional demeanor with the ability to act as a representative of API and interface confidently with stakeholders
• Proactive, self-motivated, and solution oriented with strong attention to detail and commitment to accuracy.
• Dependable, resourceful, and committed to delivering high-quality service
• Comfortable operating in a startup environment where processes and systems are evolving

Working Conditions

• Required travel between Edmonton API sites.
• This position requires you to be on site.

Additional Required Documents to Support Application

• Applications submitted without a resume AND cover letter will not be reviewed.

Perks and Benefits

Comprehensive Health Coverage:
At API, we prioritize the well‑being of our employees. We offer a comprehensive health coverage plan. Our premiums are 100% covered, ensuring that you and your dependents receive the necessary healthcare support.

Payment in Lieu of Pension:
API provides an additional 15% of your annual base salary as an alternative to traditional pension benefits.

Professional Development Opportunities:
We foster a culture of continuous learning and growth. API provides access to various professional development opportunities, including training programs, workshops, conferences, and certifications. We encourage employees to enhance their skills, broaden their knowledge, and stay updated with the latest advancements in the life sciences industry.

Collaborative and Inclusive Environment:
At API, we believe in the power of collaboration and diversity. We foster an inclusive work environment that values and respects individuals from all backgrounds. We promote teamwork, open communication, and a supportive atmosphere where everyone's contributions are valued.

Generous Paid Time Off:
We understand the importance of taking time off to recharge and maintain a healthy work‑life balance. API offers a generous paid time off (PTO) policy that includes vacation days, medical/personal days, and holidays. We encourage our employees to prioritize their well‑being and enjoy quality time away from work.

Green Transit Allowance:
Employees based out of an office are eligible to enroll in our green transit program, which promotes the use of environmentally friendly modes of transportation. By participating in the program, you commit to making green transit your primary mode of transportation for at least 75% of your commute to and from work. Green transit includes walking, biking, carpooling, and public transportation.

Work From Home:
Eligible employees are entitled to 20 Work from Home days; this is subject to job function, company needs, and manager approval.

How to Apply

Interested applicants must submit a resume and cover letter expressing their interest in the position and why they believe they are a strong candidate.

We appreciate all applicants' interest and will only contact those selected for interviews.

If you have any questions about the application process or require accommodations during the hiring process, contact [e-mail].

Our team, clients, and stakeholders come from a variety of backgrounds. In recruiting for our team, we welcome the unique contributions that all people bring to the workplace in terms of varied lived experiences, education, culture, gender, race, sexual orientation, religious or ethnic background, neurodiversity, and cognitive and physical ability.

Before employment, successful candidates will be required to meet the requirements of a pre‑employment screening, which includes background reference checks, educational credential verification, and criminal reference checks.

Application Deadline

Application Deadline: January 2, 2026