Administrative Assistant

Job Description

We are currently seeking an Administrative Assistant to support our corporate and project teams, based out of Calgary AB. This role is responsible for coordinating travel arrangements, reviewing expense reports, organizing meetings and events, and providing a broad range of administrative support across the business. The successful candidate will be highly organized, detail-oriented and capable of managing multiple priorities in a fast-paced environment.

Join usin this full time permanent role

Duties & Responsibilities:

• Coordinate travel arrangements for corporate and project personnel, including flights, accommodations, camp bookings, transportation, and related logistics to ensure seamless travel planning and execution.
• Prepare, review, and audit travel and entertainment expense reports for accuracy, completeness, and compliance with company policies.
• Provide guidance and support to employees and contractors on travel, expense reporting processes, and related procedures.
• Ensure compliance with corporate and project travel policies and escalate exceptions or concerns as appropriate.
• Assist with the coordination of meetings, training sessions, employee events, drug testing programs, catering, and other administrative activities.
• Respond to inquiries from employees, clients, project personnel, vendors, and management in a professional, timely, and customer-focused manner.
• Provide administrative support to management and act as backup support for members of the corporate and project administration team during absences and peak periods.
• Maintain accurate records, files, and documentation using Microsoft Office applications, Teams, and SharePoint.
• Perform other administrative and project support duties as assigned

Qualifications

• Minimum 4 years of experience in an Administrative Assistant, Administrative Coordinator, Travel Coordinator, or similar administrative support role.
• Post-secondary education in business or a related field would be considered an asset.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Visio, Teams, and SharePoint.
• Experience coordinating travel arrangements and processing or reviewing expense reports; experience with Concur is considered an asset.
• Strong organizational and time-management skills with the ability to establish priorities, manage a high volume of work, and adapt to changing business needs.
• Proven ability to work independently and collaboratively within a team-oriented environment.
• Strong problem-solving, organizational and interpersonal skills, with the ability to manage multiple priorities and maintain professionalism in a fast-paced environment.
• Demonstrates a high level of professionalism with strong written and verbal communication skills.
• Flexibility to work occasional overtime and limited after-hours support as needed.