Intermediate Administrative Assistant

Job Advertisement: Intermediate Administrative Assistant (Temporary) – Calgary, AB

Staffmax Staffing and Recruiting is assisting our client in Calgary, AB, in their search for an Intermediate Administrative Assistant. This temporary role requires candidates to hold a Government of Canada Reliability Security Clearance. Please apply only if you meet this requirement.

Position Details:

• Job Title: Intermediate Administrative Assistant
• Location: Calgary, AB
• Start Date: June 11, 2024 (anticipated)
• End Date: November 8, 2024 (with possibility of extension based on business needs)
• Hours: Monday to Friday, 7.5 hours daily (between 7:30 am and 4:00 pm), excluding lunch breaks and federal statutory holidays

• Must hold a Government of Canada Reliability Security Clearance
• Must be able to work in an office and remote.

Key Responsibilities:

• Provide administrative support to the Director of Crown Consultation and the IRR team.
• Make travel arrangements and prepare expense reports using the travel system.
• Organize meetings/events, including preparing and distributing agendas, booking rooms, arranging hospitality, and setting up equipment.
• Attend meetings, take and transcribe minutes, circulate minutes for comments, track follow-up actions.
• Manage team calendars and schedule meetings, coordinating with administrative colleagues as needed.
• Proof-read documents for proper formatting, spelling, grammar, and ensure cost coding is correct.
• Order office supplies, manage inventory, and process orders using SAP.
• Update tracking logs and complete forms as needed.
• Perform other related administrative and financial tasks as required.
• Arrange conference calls and video meetings using MS Teams.

Requirements:

• Education: Secondary school diploma or an acceptable combination of education, training, and relevant work experience.
• Experience:
  • At least 12 months of relevant experience in a business environment within the last six months.
  • Experience providing administrative support to executives, VPs, CEOs, or management within the last six months.
• Technical Skills:
  • Proficiency in Microsoft Office, GCDocs, SAP/IRIS, GBT travel system, and understanding of National Joint Council or Treasury Board travel directives.
  • Preference for candidates with previous federal government experience.
• Soft Skills:
  • Excellent time management and planning skills.
  • Ability to interact courteously and tactfully with Indigenous Peoples (training on protocol will be provided if necessary).

Conditions:

• Must be able to work in a hybrid environment (in-office and remote) as required.
• Primarily office work with occasional heavy lifting/carrying.
• Open office environment with regular interruptions and tight deadlines.
• High concentration required for tasks, managing competing or changing priorities, and handling challenging interactions.

Application Instructions:

Please submit your resume and Government of Canada Security Clearance Certificate by 2:00 pm MDT on Friday, May 31, 2024, for consideration.


We thank everyone who applied.  Only those selected will be contacted.