Provides front-office and administrative support for the Calgary office, including reception, phone and email coordination, calendar management, meeting planning, documentation, filing, report preparation, inventory management, and office organization. Maintains records, distributes communications and meeting minutes, coordinates virtual meetings, and supports internal and external stakeholders while handling confidential information professionally.
Helical Pile Solutions is a deep foundations contractor with over 30 years of experience in the industry, recently acquired by Java Holdings Ltd. (“Java”). Java staff have over 50 years of experience building some of Canada’s largest electrical infrastructure projects.
We are seeking a dynamic and detail-oriented Administrative Assistant to support our Quarry Park office in Calgary. Reporting directly to the Senior Manager of Information Technology, this role plays a key part in ensuring the efficient day-to-day operation of the office and providing administrative support to internal and external stakeholders.
Position Summary:
The Administrative Assistant is responsible for front-office operations, administrative coordination, documentation management, and general office organization. This role requires strong communication skills, sound judgment, and the ability to manage multiple priorities in a professional and confidential manner.
Key Accountabilities:Administrative Support
- Serve as the primary point of contact for all office-related inquiries.
- Answer incoming phone calls at the reception desk and route them appropriately.
- Greet visitors in a professional and respectful manner.
- Manage calendars, schedule meetings, and coordinate appointments.
- Monitor incoming emails, service tickets, and invoice inquiries, directing them to the appropriate team members.
- Assist with drafting, proofreading, and distributing internal and external communications.
- Ensure common areas, including the kitchen, lunchroom, and boardrooms, are kept clean and organized.
Documentation and Record Keeping
- Maintain organized and accessible filing systems for policies, procedures, and project documentation.
- Prepare and distribute reports as requested.
Meeting Coordination
- Plan and coordinate meetings with internal and external participants, ensuring required resources are available.
- Arrange refreshments for meetings when applicable.
- Record and distribute meeting minutes, action items, and follow-up tasks.
- Coordinate virtual meetings, webinars, and teleconferences.
Inventory Management
- Manage inventory for office and kitchen supplies, including stationery and refreshments.
- Ensure timely ordering and restocking to maintain appropriate supply levels.
RequirementsDesired Qualifications:
- 3–5 years of experience in an administrative support role preferred.
- Strong organizational and time-management skills with the ability to prioritize effectively.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365 tools, including Teams and OneDrive.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy in data entry and recordkeeping.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Proactive, self-motivated, and able to work both independently and collaboratively.
Other Position Requirements:
- Valid driver’s license and willingness to occasionally use a personal vehicle for work-related travel.
- Ability to sit for extended periods and work on a computer.
- Commitment to ongoing skills development, including training and certifications.
Benefits
- Extended Healthcare Plan (Medical, Disability, Dental & Vision)
- Group RRSP
- Group Life - AD&D - Critical Illness Insurance
- Training & Development
- Employee Assistance Program - Counseling
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