Administrative Assistant IV
Airswift is seeking an Executive Assistant to work with one of our clients in the oil and gas industry in Calgary, AB on a 12-month contract.
This position reports to the VP, Health, Safety and Environment (HSE) and provides senior and executive level administrative support to the HSE and Legal leadership teams. This position provides both routine and complex administrative duties, requiring the incumbent to work independently and proactively.
Responsibilities:
• Promote and demonstrate SPIRIT values of the organization
• Provide efficient administrative support with minimal supervision including:
o Manage leadership team calendars as requested including determining the priority of incoming requests for meetings and scheduling accordingly
o Booking travel arrangements as requested
o Ordering catering and ensuring delivery and set up for meetings
o Work with IT when room equipment or other equipment isnt working properly
o Prepare expense statements for team members in a timely and accurate manner
o Format Word, Excel, and PowerPoint documents as requested
o Electronic and paper filing
o Organize internal and offsite team meetings
o Order new equipment (laptops/cell phones, etc) as needed for team members
o Schedule presenters and guests attending leadership and team meetings
o Maintain department email lists and send out department-wide communications as requested
• Engage with the VPs regularly to ensure awareness of daily calendar activities, changes or addition of high-level meetings
• Set up meetings with appropriate virtual requirements as well as in person meetings to include room, audio visual and other materials as required
• Arrange and coordinate office moves; manage office space and requirements of REFS
• Assist in on-boarding process for new hires
• Perform general office duties such as managing office supplies and being the liaison for all building maintenance enquiries.
• Schedule monthly meetings and ensure the distribution list is up to date
• Compile weekly reporting for HSE and Legal
• Miscellaneous requests and Projects as requested
• Provide administrative support on HSE SharePoint site and libraries
• Provide support to team members for company records retention
Required Qualifications:
• Minimum of 5-7 years of experience in an administrative role
• Willingness and ability to be flexible and accommodating of frequent changes in schedules and priorities; strong organizational skills required
• Superior interpersonal skills with a demonstrated ability to communicate professionally (both oral and written)
• Solutions oriented mindset and overall willingness to support wherever possible
• Ability to maintain a high level of discretion, confidentiality, and reliability
• Ability to work independently and collaboratively within the team and with other departments
• High attention to detail
• Demonstrate initiative and the ability to evaluate situations and recommend solutions
• Able to manage multiple tasks while prioritizing and remaining flexible to changing circumstances
• Approachable and willing to take on new responsibilities
• Process and review invoices in GEP, provide support to team members to find answers to questions regarding GEP, SAP Fiori, records retention
Preferred Qualifications
• Minimum of 5 years of experience in an executive administrative role
• Completion of a Business Administration or Administrative Assistant diploma would be an asset
• NxtGen knowledge - Workday, Concur, GEP, SAP Fiori
• Intermediate proficiency in Microsoft Suite of products (Word, Excel, PowerPoint, Outlook)
• Intermediate proficiency in SharePoint
This position reports to the VP, Health, Safety and Environment (HSE) and provides senior and executive level administrative support to the HSE and Legal leadership teams. This position provides both routine and complex administrative duties, requiring the incumbent to work independently and proactively.
Responsibilities:
• Promote and demonstrate SPIRIT values of the organization
• Provide efficient administrative support with minimal supervision including:
o Manage leadership team calendars as requested including determining the priority of incoming requests for meetings and scheduling accordingly
o Booking travel arrangements as requested
o Ordering catering and ensuring delivery and set up for meetings
o Work with IT when room equipment or other equipment isnt working properly
o Prepare expense statements for team members in a timely and accurate manner
o Format Word, Excel, and PowerPoint documents as requested
o Electronic and paper filing
o Organize internal and offsite team meetings
o Order new equipment (laptops/cell phones, etc) as needed for team members
o Schedule presenters and guests attending leadership and team meetings
o Maintain department email lists and send out department-wide communications as requested
• Engage with the VPs regularly to ensure awareness of daily calendar activities, changes or addition of high-level meetings
• Set up meetings with appropriate virtual requirements as well as in person meetings to include room, audio visual and other materials as required
• Arrange and coordinate office moves; manage office space and requirements of REFS
• Assist in on-boarding process for new hires
• Perform general office duties such as managing office supplies and being the liaison for all building maintenance enquiries.
• Schedule monthly meetings and ensure the distribution list is up to date
• Compile weekly reporting for HSE and Legal
• Miscellaneous requests and Projects as requested
• Provide administrative support on HSE SharePoint site and libraries
• Provide support to team members for company records retention
Required Qualifications:
• Minimum of 5-7 years of experience in an administrative role
• Willingness and ability to be flexible and accommodating of frequent changes in schedules and priorities; strong organizational skills required
• Superior interpersonal skills with a demonstrated ability to communicate professionally (both oral and written)
• Solutions oriented mindset and overall willingness to support wherever possible
• Ability to maintain a high level of discretion, confidentiality, and reliability
• Ability to work independently and collaboratively within the team and with other departments
• High attention to detail
• Demonstrate initiative and the ability to evaluate situations and recommend solutions
• Able to manage multiple tasks while prioritizing and remaining flexible to changing circumstances
• Approachable and willing to take on new responsibilities
• Process and review invoices in GEP, provide support to team members to find answers to questions regarding GEP, SAP Fiori, records retention
Preferred Qualifications
• Minimum of 5 years of experience in an executive administrative role
• Completion of a Business Administration or Administrative Assistant diploma would be an asset
• NxtGen knowledge - Workday, Concur, GEP, SAP Fiori
• Intermediate proficiency in Microsoft Suite of products (Word, Excel, PowerPoint, Outlook)
• Intermediate proficiency in SharePoint