Administrative Assistant, Trades - Casual Part-Time

Calgary Stampede•CALGARY, AB

About The Position

The Calgary Stampede is a not-for-profit community organization that preserves and promotes our western heritage, cultures and community spirit with a vision to create a world-class, year-round gathering place for the community. Exemplifying the theme We’re Greatest Together, the Stampede is one of the most respected volunteer-based organizations in the world governed by a Board of Directors with over 2,500 passionate volunteers and 1,200 year-round employees. As an organization that exists for the benefit of the community, inclusion and equity are woven into our core values of western hospitality, pride of place, integrity and commitment to the community. The world-class, year-round gathering place we have built for the community also welcomes visitors from around the world and those who are new to the local community. We know that blending diverse cultures with our long-standing traditions makes community spirit thrive. The Administrative Assistant, Trades manages and prioritizes communications, provides excellent customer service to stakeholders and undertakes administrative and office support tasks within the Parks and Facilities Trades Team. Provides administrative support for meetings and events, including scheduling meetings and appointments, sending out meeting notices, tracking responses, taking and distributing minutes. In addition, may include clerical support duties such as correspondence typing, mail distribution and maintaining paper & electronic file systems.

Requirements

Minimum 2 years experience required in vocational administrative roles.
Strong interpersonal, administrative and organizational skills.
Must have excellent written and oral communications skills.
Ability to determine priorities and recognize importance of deadlines.
Highly organized, detail focused and able to multi-task.
Proficient in Word, Excel, PowerPoint, Teams and Outlook.

Nice To Haves

Post Secondary Diploma considered an asset.
Experience with SharePoint, Smartsheets, and/or Momentus considered an asset.
Ability to work a flexible schedule, leading up to and during the Calgary Stampede 10-day event.

Responsibilities

Provide administrative support for meetings and events, including scheduling meetings, sending out meeting notices, tracking responses, taking and distributing minutes.
Research, develop and assist in the creation of presentations, utilizing both electronic and traditional platforms.
Manage, prioritize and follow-up on internal and external communications, documentation and report preparation.
Provide administrative support to the Trades department, including document preparation, formatting, editing, data entry, records management, correspondence, and support of day-to-day business processes.
Serve as a point of contact by receiving and relaying communications, maintaining organized records, and handling confidential business and personnel information with discretion.
Track and coordinate safety training and equipment inspections, working with leaders and approved training providers to support compliance, maintenance, and operational requirements.
Support onboarding activities for new Trades employees, including coordinating system access, building access, and uniform arrangements.
Coordinate safe work permits with external contractors and maintain accurate documentation and filing systems related to contractor and compliance requirements.
Undertake special projects and additional responsibilities as assigned to meet evolving business and operational needs.