Administrative Assistant

Job Description: Part-Time Administrative Assistant

Location: Calgary, AB (Office-based, part-time role, Monday-Friday)

Company: Infracon Construction Inc.

Hourly Wage: $24-$28 per hour (depending on experience)

Position Overview:
Infracon Construction is seeking a highly organized, dependable, and proactive Part-Time Administrative Assistant to support our Calgary office. This is an office-based role working Monday through Friday from 8:00 AM to 12:00 PM.

The successful candidate will take ownership of the day-to-day administration and organization of the Calgary office while providing administrative support to senior leadership and assisting with a variety of corporate functions, including travel coordination, business development support, document preparation, communications, and other company initiatives.

Responsibilities

Office & Reception Administration

• Maintain an organized, professional, and welcoming office and reception area
• Monitor and replenish office, kitchen, and coffee supplies
• Maintain shared office equipment and coordinate service or repairs as required
• Liaise with building/office management regarding maintenance, access, and other office-related matters
• Collect, sort, and distribute incoming mail and deliveries
• Prepare and coordinate outgoing mail, couriers, and packages
• Prepare and distribute internal office communications and memos
• Assist with meeting room preparation and general office coordination
• Maintain office records, contact information, and administrative files
• Assist with planning staff events, meetings, lunches, and other office activities
• Manage the company’s Calgary condo unit, including the booking calendar, rent payments, cleaning services, restocking supplies, and other accommodation-related requirements

Executive & Administrative Support

• Provide administrative support to the Vice President, Director of Indigenous Relations, and Director of Business Development
• Coordinate travel arrangements, including flights, accommodations, and transportation, as well as restaurant reservations, meetings, and events
• Assist with calendar management and meeting coordination as required
• Organize, code, and submit corporate credit card receipts and supporting documentation
• Format letters, reports, presentations, proposals, resumes, project sheets, and other business documents
• Maintain files, records, and documentation, including general filing, scanning, copying, and document control
• Maintain client, contact, opportunity, and meeting information in Salesforce, including entering meeting notes and performing routine CRM updates
• Update project sheets, client lists, business development records, and other tracking documents as requested
• Monitor shared email inboxes and distribute or action requests as required
• Assist with social media content and maintain corporate photos, marketing materials, templates, and other shared resources
• Assist with conferences, community events, sponsorships, and other business development initiatives
• Assist with maintaining company Google Earth/KMZ files and other project information, where experience allows
• Assist with Microsoft Power Automate workflows and other process-improvement initiatives where experience allows
• Provide general administrative support to other departments as required

Qualifications

• Previous administrative, office coordination, reception, or executive assistant experience is preferred
• Strong organizational skills with excellent attention to detail
• Demonstrated initiative and follow-through, with the ability to identify routine administrative needs and action them independently
• Ability to prioritize and manage a variety of responsibilities with minimal supervision
• Strong written and verbal communication skills, with a professional and approachable manner
• Proficient with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams)
• Experience with Adobe Acrobat and SharePoint is an asset
• Experience coordinating travel, meetings, accommodations, and expense documentation is an asset
• Experience with Salesforce or another CRM platform is an asset
• Experience with Canva, social media platforms, or similar tools is an asset
• Experience with Power Automate or other workflow automation tools is an asset but not required
• Experience with Google Earth/KMZ files is an asset but not required
• Ability to learn new software and processes quickly
• Comfortable interacting professionally with employees, visitors, vendors, clients, and senior leadership

What We Offer

• Consistent part-time schedule, Monday-Friday from 8:00 AM to 12:00 PM
• Downtown Calgary office location
• Competitive hourly wage of $24-$28, depending on experience
• Varied role with exposure to operations, executive administration, Indigenous Relations, business development, proposals, and marketing
• Collaborative work environment with the opportunity to take ownership of the day-to-day organization of the office