Administrative Assistant jobs in Calgary, AB

Join Our Calgary Team as a Business Development Administrator!

Are you an energetic, outgoing individual with a passion for building relationships and driving success? If you're organized, detail-oriented, and thrive in dynamic environments, we want to hear from you!

Thermo Design Engineering is a recognized leader in engineering, manufacturing, and construction in the energy industry around the world. From conceptual engineering and design to manufacturing of fully operational turnkey oil and gas plant solutions, TDE offers the equipment, services, and expertise to create industry-leading oil and gas facilities. We use innovative technology to stay at the forefront of our industry and provide superior solutions that are safe, reliable, and beneficial to our clients, our industry, and the world.

At TDE, we focus on partnering with you to provide customized solutions that solve everyday challenges and maintain optimum performance well into the future.

Why join our team?

• Competitive base salary and variable pay that rewards individual, team, and company performance.
• Comprehensive benefits and retirement savings programs that holistically support employee well-being.
• Support and empowerment to promote work/life balance.
• Ongoing learning and professional development opportunities within a diverse, inclusive and dynamic work environment.
• On the job training, informal mentorships, company-sponsored job-specific training, and formal education programs.

TDE is searching for a Business Development Administrator who will be responsible providing administrative support to the Applications and Business Development Department, Calgary office, and the Executive Management team as required.

RESPONSIBILITIES

Includes but not limited to:

• Greet and direct all visitors in a positive and friendly manner as they enter the building.
• Provide administrative support for internal and external meetings.
• Manage bookings of the boardrooms and coordinate office space to ensure availability.
• Arrange food and drink orders for meetings and events as required.
• Take minutes at meetings with next steps, action items, and assigned tasks.
• Disseminate meeting minutes to appropriate people.
• Coordinate access to the Calgary office for visitors and ensure clear instructions are provided.
• Act as point of contact for issues and inquiries over the phone, by email, or in-person. Respond in a professional manner and transfer calls or inquiries appropriately.
• Coordinate with appropriate vendors to ensure maintenance, janitorial, and IT services are handled.
• Place orders to restock kitchen and office supplies and keep track of inventory.
• Arrange deliveries, couriers, shipping/receiving for the Calgary office.
• Communicate with the Edmonton office and appropriate stakeholders to coordinate deliveries of office supplies, IT equipment, and other shipments.
• Order business cards and other marketing/sales materials as needed.
• Participate in creating a positive team culture and office environment.
• Support the executive team with administrative tasks as requested.
• Submit expense reports and other documentation for processing.
• Make travel arrangements including hotels, restaurants, entertainment flights, car rentals, and other accommodations.
• Provide general administrative support to the Calgary office as needed.
• Ensure kitchen areas are clean and presentable, load and empty dishwasher as required.
• Ensure coffee and kitchen supplies are available and manage the service providers.
• Place orders to restock coffee, kitchen supplies, and office supplies.
• Manage the company condo and employee accommodations by handling communications between the property manager and owner, answering employee questions, key sign out, and arranging in suite services such as cleaning and laundry.
• Provide any other administrative support as requested.

QUALIFICATIONS

• At least 2 years of experience in an administrative role.
• High School Diploma.
• Post-secondary training in office administration or related technical discipline is an asset.
• Proven ability to produce high quality work while facing competing priorities and strict deadlines.
• Demonstrate an ability to prioritize activities and stay focused in a fast paced, dynamic, changing environment.
• Strong organizational, editing, and proofreading skills.
• Exceptional interpersonal skills.
• Ability to interact successfully with all levels of staff with a positive, enthusiastic attitude.
• Proficient knowledge of industry best practices.
• Proven ability to produce high quality work while facing competing priorities and strict deadlines.
• Ability to prioritize activities, adapt to change, and stay focused in a dynamic environment.
• Proficient in MS Office suite (Word, Excel, PowerPoint), Outlook, Teams.
• Excellent verbal and written communication skills.
• Strong time management and organizational skills.
• Exceptional interpersonal skills and ability to interact positively with all levels of staff.
• Demonstrate sensitivity and discretion when working with confidential information.

If you meet the above requirements please submit your resume through Indeed. We look forward to reviewing your application!

Job Type: Full-time

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• RRSP match
• Vision care

Work Location: In person