Administrative Assistant

Job summary

The Administrative Assistant is responsible for front-office operations, including managing inquiries, scheduling meetings, and maintaining office organization. They will also handle documentation, record keeping, and inventory management to ensure efficient daily operations.

Job details

Helical Pile Solutions is a deep foundations contractor with over 30 years of experience in the industry, recently acquired by Java Holdings Ltd. (“Java”). Java staff have over 50 years of experience building some of Canada’s largest electrical infrastructure projects. We are seeking a dynamic and detail-oriented Administrative Assistant to support our Quarry Park office in Calgary. Reporting directly to the Senior Manager of Information Technology, this role plays a key part in ensuring the efficient day-to-day operation of the office and providing administrative support to internal and external stakeholders. Position Summary: The Administrative Assistant is responsible for front-office operations, administrative coordination, documentation management, and general office organization. This role requires strong communication skills, sound judgment, and the ability to manage multiple priorities in a professional and confidential manner. Key Accountabilities: Administrative Support Serve as the primary point of contact for all office-related inquiries. Answer incoming phone calls at the reception desk and route them appropriately. Greet visitors in a professional and respectful manner. Manage calendars, schedule meetings, and coordinate appointments. Monitor incoming emails, service tickets, and invoice inquiries, directing them to the appropriate team members. Assist with drafting, proofreading, and distributing internal and external communications. Ensure common areas, including the kitchen, lunchroom, and boardrooms, are kept clean and organized. Documentation and Record Keeping Maintain organized and accessible filing systems for policies, procedures, and project documentation. Prepare and distribute reports as requested. Meeting Coordination Plan and coordinate meetings with internal and external participants, ensuring required resources are available. Arrange refreshments for meetings when applicable. Record and distribute meeting minutes, action items, and follow-up tasks. Coordinate virtual meetings, webinars, and teleconferences. Inventory Management Manage inventory for office and kitchen supplies, including stationery and refreshments. Ensure timely ordering and restocking to maintain appropriate supply levels. Desired Qualifications: 3–5 years of experience in an administrative support role preferred. Strong organizational and time-management skills with the ability to prioritize effectively. Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365 tools, including Teams and OneDrive. Excellent written and verbal communication skills. High attention to detail and accuracy in data entry and recordkeeping. Ability to maintain confidentiality and handle sensitive information appropriately. Proactive, self-motivated, and able to work both independently and collaboratively. Other Position Requirements: Valid driver’s license and willingness to occasionally use a personal vehicle for work-related travel. Ability to sit for extended periods and work on a computer. Commitment to ongoing skills development, including training and certifications. Extended Healthcare Plan (Medical, Disability, Dental & Vision) Group RRSP Group Life - AD&D - Critical Illness Insurance Training & Development Employee Assistance Program - Counseling

What you’ll do

The Administrative Assistant is responsible for front-office operations, including managing inquiries, scheduling meetings, and maintaining office organization. They will also handle documentation, record keeping, and inventory management to ensure efficient daily operations.

Requirements

The ideal candidate should have 3–5 years of administrative experience and proficiency in Microsoft Office and Microsoft 365 tools. Strong organizational skills, excellent communication abilities, and a valid driver's license are required for this role.

Benefits

• Extended Healthcare Plan • Medical Insurance • Disability Insurance • Dental Insurance • Vision Insurance • Group RRSP • Group Life Insurance • AD&D Insurance • Critical Illness Insurance • Training & Development • Employee Assistance Program

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• Microsoft 365 · Preferred
• Attention to detail · Preferred
• record keeping · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• Inventory management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Office Management
• Calendar Management
• Communication Skills
• Data Entry
• Microsoft Office
• Microsoft 365
• Time Management
• Organizational Skills
• Record Keeping
• Meeting Coordination
• Inventory Management
• Attention To Detail
• Professionalism
• Confidentiality
• Project Documentation
• Proofreading
• Valid Driver's License
• Microsoft Teams
• Self-Motivation
• Microsoft Word
• Microsoft Excel
• Management
• Communication
• Information Technology
• Critical Illness Insurance
• Employee Assistance Programs
• Front Office
• Invoicing
• Taking Meeting Minutes
• Microsoft Outlook
• Operations
• Telephone Skills
• Microsoft PowerPoint
• Verbal Communication Skills
• Coordinating
• Filing
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Construction
• Management & Leadership
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive