Administrative Assistant

AlgaeCal • Calgary, AB

9d • Onsite

About The Position

We are looking for an Administrative Assistant who loves organizing travel, can keep our Calgary office running smoothly, and makes sure the behind-the-scenes details are handled so our team can do their best work. This role requires someone who can coordinate travel with military precision, communicate with warmth and professionalism, and keep operational details from slipping through the cracks. The ideal candidate will be able to chase down flight confirmations, manage hotel bookings, support conference logistics, keep office systems organized, handle confidential information with care, and make new hires feel welcomed from day one. This role is for someone who finds managing travel calendars, coordinating office needs, updating processes, and communicating with vendors and landlords deeply satisfying.

Requirements

• Well-travelled and understand the nuances of navigating airlines, layovers, customs, immigration, transportation logistics, and scheduling complexities
• Ability to coordinate travel that’s efficient, cost-conscious, and low-stress
• Ability to handle flights, hotels, transportation, summit logistics, and last-minute changes calmly and confidently with minimal errors
• Marie Kondo levels of organization
• Ability to ensure a workplace runs properly with stocked supplies, clean meeting spaces, working equipment, clear communication, and defined responsibilities
• Ability to communicate professionally with executives, teammates, vendors, and new hires
• Emotional intelligence, adaptability, and people-smart
• Ability to be warm, direct, and listen effectively
• Genuine enjoyment in helping people succeed
• Talent for making people feel taken care of
• Ability to create a workplace where people feel welcomed, connected, and appreciated
• Allergy to dropped balls; does not let things slip
• Ability to double-check bookings, track deadlines, and remember follow-ups
• Ability to maintain confidentiality and professionalism
• Humble, puts the team and others’ needs ahead of their own
• Hungry to learn more
• People smart, a great teammate

Nice To Haves

• Someone who doesn't have their blood pressure raised by the phrase “tight connection”

Responsibilities

• Organizing travel
• Coordinating flights, hotel bookings, and airport pickups
• Keeping the Calgary office running smoothly
• Ensuring behind-the-scenes details are handled
• Coordinating travel with precision
• Communicating with warmth and professionalism
• Keeping operational details from slipping through the cracks
• Chasing down flight confirmations
• Managing hotel bookings
• Supporting conference logistics
• Keeping office systems organized
• Handling confidential information with care
• Making new hires feel welcomed from day one
• Managing travel calendars
• Coordinating office needs
• Updating processes
• Communicating with vendors and landlords
• Setting up and maintaining the Calgary office
• Managing day-to-day office needs
• Communicating with the landlord
• Supporting OH&S requirements
• Creating simple systems that make the office easier for everyone to use
• Keeping files organized
• Coordinating calendars
• Documenting processes
• Documenting SOPs
• Optimizing workflows
• Refining internal processes
• Helping teams operate more efficiently

Benefits

• Generous healthcare package
• Monthly team events and activities
• Flexible Stat Holidays with the option to bank days for later use
• Casual dress code
• Above-market pay for the right person

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed