About the role
Administrative Assistant (LNG Project)
Location: Calgary, AB 1-Year Contract (Renewable annually through the end of 2028)
Are you an organized, detail-oriented administrative professional who thrives in a fast-paced project environment? We are seeking an Administrative Assistant to provide high-quality administrative and coordination support to a major LNG project team based in Calgary. In this role, you will play a critical part in supporting project leaders and team members by coordinating complex international travel, managing high-volume expense reporting, organizing meetings, and ensuring day-to-day administrative operations run smoothly. This position works closely with the Executive Assistant and project leadership in a collaborative, dynamic environment.
What You'll Do
Travel & Logistics Coordination Coordinate complex domestic and international travel for multiple project team members. Arrange flights, accommodations, ground transportation, and manage travel profiles and itinerary changes. Support travel to international project locations, including Europe and Asia. Prepare detailed travel itineraries and ensure all required approvals and documentation are in place. Liaise with travel providers and vendors to manage changes and resolve travel-related issues.
Expense & Financial Administration
Prepare, submit, and track high volumes of expense reports using corporate systems. Reconcile corporate card transactions and ensure compliance with company policies. Process invoices, purchase requisitions, and vendor payments. Maintain organized financial and travel records for reporting and audit purposes. Follow up on outstanding approvals and expense submissions.
Administrative & Project Support
Provide administrative support to project leaders, team members, and the Executive Assistant. Coordinate meetings, calendars, agendas, virtual meeting logistics, catering, and meeting materials. Prepare meeting minutes, action logs, contact lists, and project documentation. Support onboarding activities for new project team members, including workspace, equipment, and access coordination. Maintain project files, administrative trackers, and document management systems. Assist with administrative process improvements and provide backup support as required.
Additional Responsibilities
Manage fleet vehicle logs. Administer project travel request tracking. Support onboarding within the project travel management program. Prepare monthly travel compliance reports and dashboards. Coordinate IT and building service requests. Manage promotional inventory. Create internal team communications and bulletins. Provide backup support for onboarding and offboarding project personnel, including office space, laptops, and system access.
What We're Looking For
Qualifications Diploma or certificate in Business Administration, Office Administration, Project Administration, or a related field is considered an asset. 3–5 years of administrative experience supporting project teams, executives, engineering, construction, energy, or major capital projects. Experience coordinating complex international travel and multi-leg itineraries. Experience processing high-volume expense reports with strong attention to accuracy and policy compliance. Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams). Experience with SharePoint or similar document management systems. Experience with Concur, SuccessFactors, procurement, or ERP systems is considered an asset.
Skills & Competencies
Exceptional organizational and time management skills. Strong attention to detail and accuracy. Excellent written and verbal communication skills. Ability to manage multiple priorities in a fast-paced environment. Professional judgment and discretion when handling confidential information. Self-motivated with a proactive, solutions-focused approach. Strong collaboration skills while also working independently.
Nice-to-Have Qualifications
Intermediate to Advanced SharePoint Administration and Access Management. Power BI knowledge. SuccessFactors experience.
Working Conditions
Calgary-based position supporting a major LNG project with domestic and international stakeholders. Monday to Friday, 8-hour workday. Occasional overtime or schedule flexibility may be required to support international travel changes and project deadlines. Frequent coordination across multiple time zones. Primarily office-based with potential for occasional project site or offsite support.
Contract Details
Location: Calgary, Alberta Schedule: Monday–Friday, 8 hours/day Contract: 1-year term, renewable annually through the end of 2028 If you enjoy working in a collaborative, fast-paced project environment and have a passion for organization, logistics, and administrative excellence, we'd love to hear from you. Apply today to become part of an exciting LNG project supporting a global team.
Not the right fit? Search for Administrative Assistant jobs in Calgary, Alberta, Canada
About NES Fircroft
With over 90 years’ combined experience of delivering workforce solutions to the global energy industry, NES Fircroft is proud to be the world’s leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Infrastructure, Life Sciences, Mining, Automotive and Chemicals sectors worldwide.
We provide tailored staffing solutions, sourced from a global talent pool by a dedicated, discipline specific team of consultants.
We are a people focused business and have access to the best talent wherever it may be in the world. NES Fircroft offers a full range of staffing solutions: Contract, Permanent (Direct) Hire, Managed Solutions, or a fully outsourced service. These services are complemented by an industry leading support service and global mobility package to ensure our clients keep hold of the top talent in a compliant manner for as long as they need it.
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About the role
Administrative Assistant (LNG Project)
Location: Calgary, AB 1-Year Contract (Renewable annually through the end of 2028)
Are you an organized, detail-oriented administrative professional who thrives in a fast-paced project environment? We are seeking an Administrative Assistant to provide high-quality administrative and coordination support to a major LNG project team based in Calgary. In this role, you will play a critical part in supporting project leaders and team members by coordinating complex international travel, managing high-volume expense reporting, organizing meetings, and ensuring day-to-day administrative operations run smoothly. This position works closely with the Executive Assistant and project leadership in a collaborative, dynamic environment.
What You'll Do
Travel & Logistics Coordination Coordinate complex domestic and international travel for multiple project team members. Arrange flights, accommodations, ground transportation, and manage travel profiles and itinerary changes. Support travel to international project locations, including Europe and Asia. Prepare detailed travel itineraries and ensure all required approvals and documentation are in place. Liaise with travel providers and vendors to manage changes and resolve travel-related issues.
Expense & Financial Administration
Prepare, submit, and track high volumes of expense reports using corporate systems. Reconcile corporate card transactions and ensure compliance with company policies. Process invoices, purchase requisitions, and vendor payments. Maintain organized financial and travel records for reporting and audit purposes. Follow up on outstanding approvals and expense submissions.
Administrative & Project Support
Provide administrative support to project leaders, team members, and the Executive Assistant. Coordinate meetings, calendars, agendas, virtual meeting logistics, catering, and meeting materials. Prepare meeting minutes, action logs, contact lists, and project documentation. Support onboarding activities for new project team members, including workspace, equipment, and access coordination. Maintain project files, administrative trackers, and document management systems. Assist with administrative process improvements and provide backup support as required.
Additional Responsibilities
Manage fleet vehicle logs. Administer project travel request tracking. Support onboarding within the project travel management program. Prepare monthly travel compliance reports and dashboards. Coordinate IT and building service requests. Manage promotional inventory. Create internal team communications and bulletins. Provide backup support for onboarding and offboarding project personnel, including office space, laptops, and system access.
What We're Looking For
Qualifications Diploma or certificate in Business Administration, Office Administration, Project Administration, or a related field is considered an asset. 3–5 years of administrative experience supporting project teams, executives, engineering, construction, energy, or major capital projects. Experience coordinating complex international travel and multi-leg itineraries. Experience processing high-volume expense reports with strong attention to accuracy and policy compliance. Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams). Experience with SharePoint or similar document management systems. Experience with Concur, SuccessFactors, procurement, or ERP systems is considered an asset.
Skills & Competencies
Exceptional organizational and time management skills. Strong attention to detail and accuracy. Excellent written and verbal communication skills. Ability to manage multiple priorities in a fast-paced environment. Professional judgment and discretion when handling confidential information. Self-motivated with a proactive, solutions-focused approach. Strong collaboration skills while also working independently.
Nice-to-Have Qualifications
Intermediate to Advanced SharePoint Administration and Access Management. Power BI knowledge. SuccessFactors experience.
Working Conditions
Calgary-based position supporting a major LNG project with domestic and international stakeholders. Monday to Friday, 8-hour workday. Occasional overtime or schedule flexibility may be required to support international travel changes and project deadlines. Frequent coordination across multiple time zones. Primarily office-based with potential for occasional project site or offsite support.
Contract Details
Location: Calgary, Alberta Schedule: Monday–Friday, 8 hours/day Contract: 1-year term, renewable annually through the end of 2028 If you enjoy working in a collaborative, fast-paced project environment and have a passion for organization, logistics, and administrative excellence, we'd love to hear from you. Apply today to become part of an exciting LNG project supporting a global team.
Not the right fit? Search for Administrative Assistant jobs in Calgary, Alberta, Canada
About NES Fircroft
With over 90 years’ combined experience of delivering workforce solutions to the global energy industry, NES Fircroft is proud to be the world’s leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Infrastructure, Life Sciences, Mining, Automotive and Chemicals sectors worldwide.
We provide tailored staffing solutions, sourced from a global talent pool by a dedicated, discipline specific team of consultants.
We are a people focused business and have access to the best talent wherever it may be in the world. NES Fircroft offers a full range of staffing solutions: Contract, Permanent (Direct) Hire, Managed Solutions, or a fully outsourced service. These services are complemented by an industry leading support service and global mobility package to ensure our clients keep hold of the top talent in a compliant manner for as long as they need it.