Administrative Assistant - Jobs in Calgary, AB

Job Description

Job Title – Administrative AssistantDepartment – Intellectual PropertyReports to – Executive AssistantJob SummaryThe Administrative Assistant is primarily responsible to be the first contact for the company, handling the flow of people through the office and supporting the administrative needs of the departments at your designated location. The Administrative Assistant will take pride in the office space, ensuring a proactive professional appearance and fostering an upbeat vibrant culture with a “can do” attitude. The successful candidate should demonstrate the following qualities: accountability, adaptability, resilience, and initiative.Key Areas of Responsibility

• Greet visitors, contractors, and customers; welcoming, directing, and announcing them appropriately.
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other building deliveries and correspondence.
• Point of contact for office upkeep and maintenance issues associated with running a smooth office environment. This may include but not limited to technology interface in boardrooms, printer operation, office maintenance, HSE/Fire drills, sub-lease tenants, etc.
• Coordinate logistics and setup for meetings, presentations, and events, including organizing meeting room bookings, ordering catering, and coordination with other NCS teams and external service providers to ensure that all meeting needs are met.
• Manage and maintain cleanliness of the facility kitchens, boardrooms, supply rooms, and general office spaces.
• Ensure adequate supplies of office, kitchen, printer supplies, stationery and other general supplies, office furniture, and other equipment/consumables.

• Coordinate office seating arrangements, assign desks, create office name plates, and tidy offices prior to new hires starting.

• On-site point of contact for third party suppliers and/or service providers (janitorial, coffee order, snow removal, etc.).

• Participate in the Social Committee, and champion/host all special events at your designated location including team building, employee recognition, flu shots, other company-wide events (holiday parties, summer BBQ competition, company picnics, family events, etc.).

• Coordinate charitable initiatives i.e.: clothing drive, food drive, donation activities at events, etc.
• Provide admin support for leadership, management, and teams such as preparation and/or editing of documents and presentations, data entry, building/maintaining dashboards, reporting and tracking of metrics, photocopying.
• When required, participate in weekly meetings and communicate related events and announcements.
• Maintain security by following procedures and controlling access (visitor logbook).
• Maintain access cards for personnel. This includes an inventory of access cards assigned to employees, office guests, and sub-lease tenants.
• Perform the office Fire Warden function, participate in the Safety Committee, and report on ESG metrics in relation to safety and quality.
• Provide backup coverage and support for other NCS administrative roles and duties at other NCS locations as needed.
• Maintain a high level of confidentiality in all interactions.
• Uphold a professional image and demeanor with all employees, management, executives, and visitors.
• Support and uphold HS&E policies and procedures of NCS and the customer.
• Align individual goals with NCS’s corporate goals, while adhering to and promoting the NCS Promise.

• Participate in Personal Development for Success (PDS).

• Other duties, relevant to the position, shall be assigned as required.

Knowledge, Skills and Abilities

• High School Diploma or GED equivalent; required
• Certificate/Diploma or Degree; preferred
• Minimum of 3 years of administrative duties
• Industry related experience, preferably in oilfield technology development and oilfield services; asset
• Proficient with Microsoft Office Suites
• Valid Driver’s License and personal vehicle; required
• Work with other teams, and exhibit effective communication
• Self-motivated with excellent organizational and time management skills
• Works independently with limited supervision
• Proven ability to develop strong relationships at all levels of an organization
• Excellent judgement, ability to plan ahead, high level of efficiency & work ethic
• Interact with co-workers on-site; attend meetings; be available for in-person communication
• Ability to collaborate in a team setting and communicate effectively
• Ability to handle multiple priorities simultaneously
• Ability to handle stressful situations

Additional Information

• Status: Overtime Exempt
• Employment Classification: Full-time, Regular
• Work schedule: Monday-Friday, 8:00am – 5:00pm
• Travel: Less than 5% domestic and international travel may be required
  • Domestic travel may include driving to event spaces for venue viewings, picking up supplies or food, etc.
• Special Equipment: Cell Phone and Laptop
• Bonus: Eligible
• Criminal background check required for all positions
• Safety sensitive positions will require additional pre-employment testing
• Location: Calgary Technology Center

Core Competencies

• Teamwork/Collaboration – Able to work cooperatively with other individuals
• Service Focus – Builds & maintains customer satisfaction and provides excellent service to internal & external customers
• Decision Making – Able to make decisions and solve problems of varied levels of complexity using logical, systematic, and sequential approach
• Ethics & Integrity – Trustworthiness and ethical behavior with consideration for impact & consequence when making decisions/taking action
• Problem Solving – Ability to approach a problem by using a logical, systematic, sequential approach
• Continuous Improvement – Ongoing improvement of products, services, or processes through incremental & breakthrough improvements
• Accountability – Obligation or willingness to be answerable for an outcome

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