Administrative Assistant

BTY CONSULTANCY GROUP INC•Calgary, AB

11d•Onsite

About The Position

The Administrative Assistant will be responsible for providing an exceptionally high standard of administrative and office management support and thrive on ensuring all work is produced to the highest standard in an accurate, timely manner. The role requires the employee to be in the office full-time, 5 days a week.

Requirements

Having a minimum of 3 years of relevant administrative experience.
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat.
Proven ability to meet multiple and/or unexpected deadlines in an environment that can sometimes be demanding.
Possesses strong organizational skills that reflect the ability to perform, and take ownership of the position, as well as to prioritize multiple tasks seamlessly with excellent attention to detail.
Adept at building relationships both internally and externally to leverage resources when needed.
Sound judgment regarding confidential and sensitive matters.
Excellent communication, writing, editing, organizational, and research skills.
A proactive approach with the ability to take initiative and work independently.
Ability to adapt to change priorities in a fast-paced environment.
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff and clients.
Excellent time-management and problem-solving skills.
A great attitude as the first point of contact to our clients and team members.

Nice To Haves

Previous experience within the construction, engineering, architecture, or professional services industry would be considered an asset.

Responsibilities

Answering general switchboard inquiries, screening, and directing calls.
Managing incoming and outgoing mail including scheduling couriers.
Respond to vendor, client, and internal emails.
Monitor stationery, courier suppliers and other supplies as needed.
Organize meeting rooms, client and/or team lunches.
Ensure the office is kept tidy, including loading and unloading the dishwasher, and that boardrooms and shared spaces are presentable at all times.
Provide administrative support to the technical and support teams in accordance with national administrative practices.
Assist with meeting coordination, including preparing agendas, recording minutes, and following up on action items as required.
Coordinate travel and accommodation arrangements if required.
Support all staff with database entry, data management, formatting documents, and undertaking research.
Support the technical team with completing Type 1 and 2 proposals, including document preparation, formatting, and ensuring proposal and client data is entered correctly in the CRM (Customer Relationship Management) system.
Assist with maintaining clients and opportunity information within the CRM system.
Organize team building activities as assigned and support the organization of client events throughout the year.
Research and compile information and data as needed.
Support IT and HR with the onboarding of new team members to ensure everything is set up and ready for their first day.