Administrative Assistant
The Ian Martin Group
Calgary, Alberta
12d ago

Our market leading energy client has an immediate need for an Administrative Assistant to join their progressive team. This an eight month contract position located in the their Calgary head office location.

Perform standard and advanced administrative and business operations duties for Manager(s). Provides analytical support within a functional organization.

Prepares reports for use in business planning and analysis for assigned area. Works on a variety of issues and may exercise independent judgment and recommendations in selecting optimum reporting techniques.

Develop and improve office management processes. Coordinate new hire and existing employee moves by establishing IT accounts, phone extensions, etc.

Assists in the development of project plans. Works with project manager(s) to ensure the integrity and completeness of status reports.

Coordinate meetings. Make travel and lodging arrangements as required. Maintain manager's calendar and schedules. Screen calls, distribute mail, and update contact lists.

Process expense reports, EMRs and order supplies. Process Purchase Orders. Create correspondence and maintain library of presentations.

Coordinate and implement special projects, maintain confidential files. Attend staff meetings, TDR meetings and provide meeting minutes.

Coordinate and manage vacation calendars and timecard reviews. Requires 3+ years of experience.

Someone with experience doing expenses for multiple levels - communications and high level organizational skills. Supporting a director and several of his reports as well.

  • General administrative support including, but not limited to :
  • o Anticipating and initiating appropriate action to conserve the time of those at the level of Manager and above, such as managing his / her schedule and screening emails and correspondence;
  • o Assisting with the preparation and maintenance of internal reporting documents (i.e. weekly report, monthly VP report, etc.);
  • o Assisting with the preparation of agendas and presentations, taking minutes and following up on action items for department meetings;
  • o Assisting with on / off boarding of staff;
  • o Monitoring department equipment;
  • o Ordering office suppliers, business cards and catering;
  • o Developing and maintaining the departments shared document storage;
  • o Scanning, photocopying and couriering packages;
  • o Processing invoices and distributing for approval; and

    o Time entry, expense reporting and travel booking for personnel at the level of Manager and above.

  • SCM related administrative support including, but not limited to :
  • o Planning, organizing and scheduling multi-stakeholder internal and external supplier meetings;
  • o Assisting SCM personnel in issuing and receiving request for proposal documentation, and filing of contract documents in the Enterprise Contract Management system (ECMS); and

    o Fielding supplier inquires and directing them to the appropriate individual.

  • Other ad hoc administrative requests as required.
  • If you're a technical professional, you know that it can be difficult to find fulfilling work that advances your career. At the Ian Martin Group, we exist to connect professionals like you with meaningful work at industry-

    leading companies in your field. And we walk the walk, too : as a Certified B Corporation, we believe in using business as a force for good for people, our communities, and the environment.

    We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process

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