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 companys 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