Administrative Assistant
Environmental Refuelling Systems Inc - Calgary, AB

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Job Summary
This position is responsible for providing administrative support to the Sales and Marketing Departments, as well as the Co-President in the Calgary office.
Duties and Responsibilities

  • Manage contacts (in Outlook contacts manager)
  • Assist with the daily office maintenance (ordering supplies, cleaning)
  • Answer the telephone and ensure appropriate distribution of those calls
  • Promptly greet and service incoming clients/guests: invite in, take coat, offer beverage
  • Manage the Co-President’s calendar and meeting space (includes ordering food for meetings if required)
  • Sort and distribute incoming mail and faxes and send/receive courier packages
  • Book lunches, meetings, and respond to invitations on behalf of the sales team
  • Scan, fax, photocopy
  • Organize and maintain the filing systems for the sales team
  • Maintain the vacation spreadsheet for the sales team
  • Assist the sales team with formatting proposals
  • Communicate with the Edmonton administrative staff to ensure that information and events are relayed between the two offices
  • Assist the sales team with client accounts when necessary (data entry of information, organizational spreadsheets, etc.)
  • Assist with various trade shows and/or special events
  • Assist with travel arrangements for sales team members
  • Prepare reimbursable expense claims
  • Prepare monthly Visa reconciliations
  • Assist the Executive Assistant and Co-President as required.

Specific Expertise and Experience Required

  • 2–3 years administrative experience is an asset
  • Exceptional communication and organizational skills. Always approachable and professional in approach (diplomatic); a real “communicator”
  • Strong multi-tasking and organizational skills
  • A strong grasp of the English language is a MUST (grammar, punctuation, sentence structure, spelling) plus consistency in formatting documents
  • A strong “team player”
  • Ability to prioritize with changing needs
  • Adaptable to change. Progressive to learn new in-house operations systems, programs, and new ways of doing things—doing things the ERS way.
  • Always finds a solution, not blame
  • Always looking to improve processes and/or document presentation
  • Being able to understand basic instructions and take that “to the next level”. For example, if asked to book a flight, you will need to ask about accommodation, car rental, and other things that might require follow up (business cards, copies of documents, etc.)
  • Ability to work in a fast-paced environment; a “go-getter”; looks for work and does not wait to be told what to do. Proactive in approach
  • A positive attitude
  • A commitment to excellence.

Educational Requirements

  • High School Diploma
  • A minimum of “intermediate” knowledge of Word, Outlook, Excel, PowerPoint, and Internet Explorer.

Performance Benefits

  • Salary commensurate with education and experience
  • Medical and dental benefits (after the three-month probationary period)
  • Profit-sharing bonus (after completion of the probationary period).

To apply please send 1) Resume, 2) Cover letter, and 3) Salary Expectations to Leah Mawer. Please submit application as instructed; failure to do so may result in disqualification from competition.


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About this company
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Environmental Refuelling Systems Inc., is a family company commited to outstanding fuel management service to the industry. Our Mission:...