Responsibilities:

Administrative Team Management:

• Supervise or coordinate administrative staff (2) for our Calgary and Edmonton offices (task delegation, training, and performance monitoring).
• Assign/delegate responsibilities and tasks to administrative team members to fulfil all facilities operations needs at both Calgary and Edmonton offices.

Facilities & Building Management

• Serve as primary liaison with building(s) management, security and facilities service providers.
• Manage building(s) access(es), security protocols, parking, visitor systems, and emergency response procedures.
• Coordinate facility maintenance, repairs, cleaning services and office equipment (printers, phones, IT issues) through respective teams.
• Maintain office floor plans for our Calgary and Edmonton offices, records storage.
• Support office inspections, environmental assessments, air quality monitoring and energy consumption tracking.
• Point of contact for building emergencies and security issues.

Event Planning and Management

• Support ad-hoc planning, logistics and execution of events for internal celebrations, holiday parties, external client meetings or events. The support can extend beyond regular working hours for such ad-hoc events.
• Organize and lead team building and engagement activities.

Office Operations

• Manage office supplies inventory, place orders and negotiate with vendors/suppliers.
• Ensure all office kitchen areas remain clean, well-stocked and fully functional.
• Ensure compliance with health & safety policies and office procedures.
• Monitor & track office expenses;
  • Categorize costs (e.g., office supplies, utilities, cleaning services, equipment leases, subscriptions, team events, travel for admin purposes) and flag any variances or overspending early.
  • Process and manage invoices, payments and reimbursements.
  • Handle accounts payable for office vendors and approve expense reports (staff petty cash or small purchases).
  • Reconcile receipts and ensure timely payments to avoid penalties.
  • Verify all spending follows company policies, legal requirements and any tax guidelines, preventing unauthorized purchases and maintaining audit-ready records.
• Assist with basic HR tasks (on-boarding new employees, employee off-boarding process, reporting, timesheet support and internal communications).
• Assist with employee flight bookings, hotels and car rentals and update company travel portal.

In addition to the responsibilities listed herein, the employee may be required to perform other ad-hoc tasks as needed or directed by the supervisor or management. These tasks will be within the reasonable scope of the employee's skills, capabilities, and role within the organization. The intent of this provision is to allow for flexibility and adaptability in meeting the dynamic needs of the organization, ensuring that operational requirements can be met efficiently. All such tasks will be assigned considering the employee's current workload and with respect to their professional development.

Knowledge/ Qualification/ Training/ Certification:

• Minimum 8 years in administrative roles, ideally combining PA/Executive Assistant and Office Manager experience.
• College diploma in Business Administration or equivalent is preferred but not mandatory.
• Previous experience assisting in preparing and developing an office budget as well as identifying cost saving opportunities.
• Previous experience running reports and providing insights to leadership to support decision making on office spending.
• Demonstrated experience with event planning for internal/external stakeholders.
• Advanced knowledge and skills in Microsoft Office, specifically Word, Excel, PowerPoint, Outlook and Teams.
• Computer proficiency with general knowledge of networks and issue troubleshooting.

Communication:

• Strong written and verbal communication; professional phone manner.

Behavior/ Core Competencies:

• Excellent organizational and time management skills with the ability to prioritize in a fast-paced environment.
• High level of discretion and confidentiality.
• Problem solving mindset and proactive approach.
• Flexible to accommodate occasional out of hours availability for urgent leadership needs.
• Reliable, discreet and trustworthy.
• Calm under pressure with excellent attention to detail.
• Personable and able to interact with staff, client and vendors professionally.
• Self-motivated and able to work independently.

HSSEQ:

The Employee shall observe the Health, Safety, Sustainability, Environment and Quality rules of the Company; it’s clients and the governing authorities of the host country.