Staffmax is currently assisting our client in Calgary, Alberta, in their search for a dedicated Intermediate Administrative Assistant to join their Communications and Engagement Business Unit.
Hours: Monday to Friday in office 8:00am to 4:00pm
Role: Temporary
Position Overview:
As an Administrative Assistant reporting to a director, you will provide essential support to both the director and the team. Your responsibilities will include coordinating meetings, managing schedules, preparing budget reports, arranging travel, and ensuring smooth office operations.
Mandatory Qualifications:
- Education: Secondary school diploma or a combination of education, training, and relevant work experience.
- Experience: At least 12 months of relevant administrative experience.
- Security Clearance: Must possess Reliability level security screening.
Key Skills and Requirements:
- Proficiency with MS Teams, Zoom, and other hybrid workplace technologies.
- Strong skills in Microsoft Office Suite: Word, Excel, PowerPoint.
- Ability to manage multiple tasks and meet tight deadlines.
- Excellent communication and interpersonal skills.
- Exceptional organizational and leadership capabilities.
- Knowledge of general office procedures, equipment, and software.
- Strong commitment to confidentiality, and adherence to company policies and processes.
Preferred Qualifications:
- Experience with Microsoft Dynamics 365 (CRM) for generating reports and dashboards.
- Familiarity with Global Business Travel (GBT) system.
- Knowledge of SAP.
- Experience with the Engagement HQ online platform.
- Proficiency with MS SharePoint.
- Bilingual (English and French) is an asset.
Responsibilities:
- Provide administrative support for team activities, projects, and initiatives.
- Arrange travel, including handling requests and claims.
- Develop and maintain contact databases.
- Coordinate logistics and hospitality for events and team activities.
- Prepare budget information and process invoices.
- Handle accounting and procurement requests.
- Schedule and support project and team meetings, including preparing agendas, taking notes, and managing logistics.
- Assist in the preparation of correspondence, reports, statements, and other documents.
- Maintain the database of promotional items and manage related requests.
- Update and maintain the team leave calendar.
- Perform other administrative duties as assigned.
We thank everyone who applied. Only candidates being considered with reliability clearance completed will be contacted.
