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.
Administrative Support
o Serve as the primary point of contact for all office-related inquiries.
o Answer incoming phone calls at the reception desk and route them appropriately.
o Greet visitors in a professional and respectful manner.
o Manage calendars, schedule meetings, and coordinate appointments.
o Monitor incoming emails, service tickets, and invoice inquiries, directing them to the appropriate team members.
o Assist with drafting, proofreading, and distributing internal and external communications.
o Ensure common areas, including the kitchen, lunchroom, and boardrooms, are kept clean and organized.
Documentation and Record Keeping
o Maintain organized and accessible filing systems for policies, procedures, and project documentation.
o Prepare and distribute reports as requested.
Meeting Coordination
o Plan and coordinate meetings with internal and external participants, ensuring required resources are available.
o Arrange refreshments for meetings when applicable.
o Record and distribute meeting minutes, action items, and follow-up tasks.
o Coordinate virtual meetings, webinars, and teleconferences.
Inventory Management
o Manage inventory for office and kitchen supplies, including stationery and refreshments.
o Ensure timely ordering and restocking to maintain appropriate supply levels.
Requirements
o 3–5 years of experience in an administrative support role preferred.
o Strong organizational and time-management skills with the ability to prioritize effectively.
o Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365 tools, including Teams and OneDrive.
o Excellent written and verbal communication skills.
o High attention to detail and accuracy in data entry and recordkeeping.
o Ability to maintain confidentiality and handle sensitive information appropriately.
o Proactive, self-motivated, and able to work both independently and collaboratively.
Other Position Requirements:
o Valid driver’s license and willingness to occasionally use a personal vehicle for work-related travel.
o Ability to sit for extended periods and work on a computer.
o Commitment to ongoing skills development, including training and certifications.
Benefits
Administrative Assistant • Calgary, AB, CA
Alberta Petroleum Marketing Commission (APMC) is a Crown agent established under the Petroleum Marketing Act to enhance the value of Alberta’s petroleum resources.Acting on government direction, th...Voir plus
Seeking motivated individuals for a remote Administrative Support Assistant position.This role involves completing routine support tasks independently and accurately, making it a great fit for orga...Voir plus
Administrative Assistant, Private Enterprise.Inspirational, innovative and entrepreneurial - this is how we describe our empowered teams.Combine your passion with purpose and join a culture that is...Voir plus
Allrush Print & Apparel is seeking an experienced and professional Reception & Administrative Coordinator to serve as the first point of contact for clients, vendors, and internal teams.This pivota...Voir plus
Join Zonda Home as an Administrative Assistant, performing essential tasks in a fully remote environment.Utilize your administrative skills to enhance team operations and support housing data initi...Voir plus
Art Show Committee – Volunteer Administrative Assistant.For over 100 years the Calgary Stampede has been the heart and soul of our city.It is both where and how we come together to celebrate our un...Voir plus
Competitive wages and benefits packages.An excellent company culture, with access to educational grants and regular team events and celebrations.Employee recognition and appreciation programs.Oppor...Voir plus
Administrative Support - Sales Department.Immediate opportunity for an Administrative Assistant, supporting a sales department.This 4-week term will showcase your talent with plan-grams, customer s...Voir plus
Manage complex calendars, scheduling meetings, appointments, and travel arrangements for executive leaders.Coordinate and facilitate meetings by preparing agendas, taking minutes, and tracking acti...Voir plus
Reporting to the Administration Leader, this admin assistant plays a key role in ensuring the smooth day‑to‑day functioning of branch office operations while providing hands‑on IT and technical sup...Voir plus
Reporting to the Administration Leader, this admin assistant plays a key role in ensuring the smooth day‑to‑day functioning of branch office operations while providing hands‑on IT and technical sup...Voir plus
Provide essential support as an Intermediate Administrative Assistant, focusing on effective communication and organization.Employ Microsoft tools and handle diverse administrative tasks efficientl...Voir plus
Job Title: Administrative Assistant.Position Classification: SAD04 Administrative Services IV.Hybrid Work: This position is ineligible.Location: MRU Main Campus - Calgary, AB T3E 6K6 CA (Primary).P...Voir plus
Hull Services has an organizational commitment to pursuing truth and reconciliation, decolonization and anti-oppression.Hull Services has long had a reputation for providing leading edge child, you...Voir plus
Reporting to the Manager of the Administrative Services Department, Cumming School of Medicine, the Administrative Assistant provides executive support to the Division/Department Head and collabora...Voir plus
We are seeking a motivated and organized.Marketing & Administrative Assistant.This position is partially supported by the.Alberta Youth Incentive Program.Position: Marketing and Administrative Assi...Voir plus
Reporting to the Director of Human Resources, the Administrative Assistant plays an important role supporting the Human Resources, Fund Development, and Leadership teams.This position helps create ...Voir plus
Get AI-powered advice on this job and more exclusive features.At PwC, our people in business services and support focus on providing efficient and effective administrative support to enable smooth ...Voir plus
