Senior Administrative Assistant

Fluor Corporation; Calgary; On-site; CAD 60,000 - 90,000; Full time

Job summary

Fluor Canada seeks a Senior Administrative Assistant to provide high-level administrative, operational, and coordination support to leaders and teams in a fast-paced corporate setting. You will manage calendars, coordinate meetings, handle travel and expenses, and ensure efficient day-to-day department operation.

You will act as a liaison across departments and with clients and vendors, support budget activities, onboarding, and workforce communications while maintaining confidentiality and

Qualifications

• A combination of education and directly related experience equal to ten (10) years.

Responsibilities

• Provide comprehensive administrative support to leaders and teams, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Coordinate internal and external meetings, workshops, team events, and business functions, including logistics, catering, room bookings, agendas, and meeting materials.
• Prepare, format, proofread, and distribute business correspondence, presentations, reports, procedures, and other documentation.
• Manage departmental records, filing systems, SharePoint sites, distribution lists, and document retention in accordance with company policies.
• Act as a liaison between internal departments, leadership, clients, vendors, and external stakeholders to facilitate effective communication and timely follow-up on action items.
• Support budget administration activities, including invoice processing, purchase requisitions, purchase orders, tracking expenditures, and maintaining accurate records.
• Monitor and coordinate department administrative processes, identifying opportunities to improve efficiency and effectiveness.
• Assist in onboarding new employees, coordinating equipment requests, workspace setup, training schedules, and orientation activities.
• Support workforce-related activities such as organization charts, team communications, recognition initiatives, and departmental reporting.
• Coordinate and maintain departmental schedules, vacation calendars, and resource planning information.
• Handle sensitive and confidential information with discretion and professionalism.
• Provide backup support for administrative team members and contribute to special projects and initiatives as required.
• Maintain compliance with all applicable company policies, procedures, and standards.
• Other duties as assigned.

Skills

Communication skills

Organizational skills

Time management

Customer service orientation

Attention to detail

Discretion and confidentiality

Team collaboration

Multitasking

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Fluor is one of Canada's top employers and is recognized globally as a leader in the Engineering, Procurement, Construction, Fabrication, and Maintenance industry. Our focus on innovation and providing cost-effective technology-based solutions is second to none. As we look to the future, we need creative, ambitious, and innovative professionals who can help us fulfill our purpose to Build a Better World.

Fluor team members are at the heart of our success in executing projects safely, thoughtfully, and with the highest quality. If you value teamwork, empowerment in your career, and are eager to champion innovative and sustainable solutions to our clients, this opportunity just may be for you!

Job Description

The Senior Administrative Assistant provides high-level administrative, operational, and coordination support to leaders and teams within the organization. Operating in a fast-paced corporate environment, this role serves as a key point of contact and is responsible for managing administrative processes, coordinating activities across multiple stakeholders, and ensuring the efficient day-to-day operation of the department. The successful candidate is highly organized, proactive, resourceful, and able to manage competing priorities while maintaining professionalism, confidentiality, and attention to detail.

Key Responsibilities

• • Provide comprehensive administrative support to leaders and teams, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• • Coordinate internal and external meetings, workshops, team events, and business functions, including logistics, catering, room bookings, agendas, and meeting materials.
• • Prepare, format, proofread, and distribute business correspondence, presentations, reports, procedures, and other documentation.
• • Manage departmental records, filing systems, SharePoint sites, distribution lists, and document retention in accordance with company policies.
• • Act as a liaison between internal departments, leadership, clients, vendors, and external stakeholders to facilitate effective communication and timely follow-up on action items.
• • Support budget administration activities, including invoice processing, purchase requisitions, purchase orders, tracking expenditures, and maintaining accurate records.
• • Monitor and coordinate department administrative processes, identifying opportunities to improve efficiency and effectiveness.
• • Assist in onboarding new employees, coordinating equipment requests, workspace setup, training schedules, and orientation activities.
• • Support workforce-related activities such as organization charts, team communications, recognition initiatives, and departmental reporting.
• • Coordinate and maintain departmental schedules, vacation calendars, and resource planning information.
• • Handle sensitive and confidential information with discretion and professionalism.
• • Provide backup support for administrative team members and contribute to special projects and initiatives as required.
• • Maintain compliance with all applicable company policies, procedures, and standards.
• • Other duties as assigned.

Basic Job Requirements

• • A combination of education and directly related experience equal to ten (10) years.
• • Minimum 7-10 years of progressive administrative experience supporting senior leaders, departments, or business functions in a corporate environment.
• • Demonstrated experience managing multiple priorities and stakeholders in a fast-paced environment.
• • Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• • Strong organizational, planning, and time-management skills with exceptional attention to detail.
• • Excellent written and verbal communication skills.
• • Proven ability to exercise sound judgment, maintain confidentiality, and handle sensitive information.
• • Strong customer-service orientation with the ability to build effective relationships across all levels of the organization.
• • Ability to work independently while collaborating effectively within a team environment.

Other Job Requirements

Preferred Qualifications

• • Experience supporting senior leaders or management teams.
• • Previous experience in engineering, construction, professional services, or a large corporate organization.
• • Demonstrated ability to coordinate complex schedules, events, and business activities across multiple stakeholders.

Fluor Canada rewards hard work, knowledge, and commitment. Fluor offers competitive employee compensation packages, comprehensive benefit programs including Health, Dental and Vision Care, flexible spending dollars, group registered retirement program, parental top-up, education reimbursement, employee and family assistance programs, and much more. Fluor also offers several employee resource groups that aim to provide opportunities for professional and personal growth, improved wellness, and involvement in the community.

At Fluor, we believe that overall wellness encompasses the four wellness pillars of mental, physical, financial and social. Upon these pillars we are committed to fostering a healthy, inclusive and psychologically safe workplace by creating awareness through knowledge building and communication while focusing on measurable outcomes.

Compressed work schedule: The Fluor Canada offices work a compressed work schedule offering every second Friday off.

Salary is based upon experience.

The market rate for the role is typically at the mid-point of the salary range; however, variations in final salary are determined by additional factors such as the candidate’s qualifications, relevant years of experience, geographic location, internal pay equity, and prevailing market conditions for the specific role.

Fluor uses artificial intelligence (AI) in its hiring process to review applications and identify qualified candidates. More information including contact information is available in our Applicant Notice when creating a profile on our recruiting platform.

Notice to Candidates: As required by some of our clients and projects, to the extent allowed by law, offers may be conditional upon consent and clearance of a satisfactory background check which could include, but is not limited to, a criminal records check, and confirmation of education, professional registration, employment history, and references.

While only qualified candidates will be contacted for an interview, be sure to continually check our website for other related positions as they are posted.