The ISL Calgary office is seeking a master of first impressions who delivers exceptional customer service to guests, partners and employees visiting one of our main offices in Alberta. Located in Calgary, we are looking for an Administrative Support to join our award-winning firm and use their skills to complete tasks with polish and quality.

Please note this is a permanent full-time opportunity that will be based on-site at our Calgary office working an 8-hour shift between 7:30am and 5:00pm to support local office needs.

A Little About Us ISL is comprised of just over 600 award-winning engineers, technologists, planners, landscape architects, scientists, and more that work together to deliver infrastructure projects that minimize environmental impacts and maximize benefits to the community.

Learn more about our work by visiting us on Instagram @islengineering / LinkedIn and feel free to join our ISL newsletter on LinkedIn: Inside ISL.

More About What We Do

• We deliver on a variety of multidisciplinary projects
• We have extensive expertise across five sectors specializing in Transportation, Municipal and Community, Bridges, Building and Structures, and Land and Environment. Learn more about our areas of practice.
• We are award-winning and recognized in industry – Visit our #ISLLife blog and learn more

About Our Team ISL’s Administrative Team’s mission is to be a supportive and respected leader in administrative services, providing outstanding service through efficient task delivery, while maintaining the highest standards of quality and professionalism. We are committed to achieving excellence through clear communication, collaboration, and peak performance while fostering an environment of trust and respect. We are a team of administrative professionals across provinces that embrace community, collaboration and unity.

A Little More About The Role Warmly engaging with clients, partners and employees, this role is responsible, but not limited to, the following:

Front Desk And Guest Services

• Greet and direct office guests, manage incoming and outgoing calls in a professional manner
• Manage couriers and transmittals, including packaging and tracking items
• Manage fleet vehicles (e.g., insurance renewals, safety inspections, amber light permits, bookings, updating tracking spreadsheet, submitting unit reports, maintenance)

Offices And Facilities Management

• Maintain the office (e.g., watering plants, managing dishwashers, organization, and coordinating maintenance and janitorial services)
• Coordinate printer/plotter service and maintenance
• Order and maintain office supplies and seasonal/promotional items, including tracking and inventory
• Order and maintain library materials
• Conduct office safety inspections, maintain First Aid and fire safety supplies, maintain certificates and project safety documentation, manuals updated as required

Scheduling And Coordination

• Organize meetings and calendar bookings for boardrooms and staff members, prepare boardrooms, ensuring the needs of all participants are met (e.g., audio/visual, food/beverages, cleanup)
• Coordinate hotel workstations, work accommodations, and parking requirements for staff and guests
• Organize and support staff meetings, including agenda preparation and minute-taking
• Organize and support office and corporate events across different offices in both in-person and virtual formats (e.g., Halloween costume contests, workshops, and training sessions)

Document And Records Management

• File corporate documents, conduct folder audits, archiving
• Cross-reference and update documents, assemble documents, convert to PDF, photocopy, print, scan, bind
• Apply addenda to contract documents
• Perform in-house shredding

HR & People Support

• Support onboarding activities, including office setup and orientations
• Coordinate employee departure checklists and lunches

Process Improvement And Implementation

• Help create and implement office and corporate processes
• Build relationships with other administrative professionals across ISL
• Look for creative ways to streamline processes and leverage new tools/technology

A Little About You We know you will be successful in this role if you are:

• A self-starter who takes initiative and always seeks opportunities to be of service
• Highly organized
• Someone who enjoys multitasking and can remain detail-oriented in busy deadline-driven environment
• Able to work with minimal supervision
• Collaborative and team-oriented in your approach to supporting others
• Proactive with your approach to service delivery and can anticipate problems before they arise

Your Application Should Include

• Proven experience in an administrative support role in a fast-paced environment
• Experience in a comparably sized office environment of approximately 150 – 200 professionals
• Strong experience managing and setting up meetings, calendar bookings and organizing a variety of logistics
• Experience juggling multiple priorities while keeping several clients happy
• Strong demonstrated experience taking initiative to improve process and/or customer service
• Excellent written and verbal communication skills
• Attention to detail and a high level of accuracy
• Ability to handle multiple tasks and prioritize effectively
• Having a valid driver’s license
• Willingness to travel occasionally to other offices in the AB region
• Proficiency in Microsoft Office Suite

Bonus

• First Aid Certification
• Experience in process improvement

What ISL Offers We value you for your contributions and want to ensure that your personal success is intertwined with your professional success. Our wellness philosophy encompasses the four pillars of physical, mental, financial and spiritual wellbeing which is why our benefits package is comprehensive and offers you some of the best available tools to maximize your career and lifestyle.

Depending on your experience level, the salary range (based on a 40-hour work week) is:

• $50,000 - $60,000 annually

Here Are Some Of The Amazing Benefits We Provide

• Excellent mentorship
• Employer-paid benefits including health, dental and extensive paramedical services
• Healthcare Spending and Lifestyle Option Accounts
• Group RRSP
• Annual bonus incentives
• Paid professional development opportunities and memberships
• 24/7/365 Employee Family Assistance program

At ISL your identity is part of our identity. Diversity, Equity and Inclusion (DEI) speaks to our core values and provides space for our teams to bring their authentic selves to work. ISL believes DEI creates the best outcomes for our clients while sustaining a happy and thriving work environment that allows for career development and opportunities for all staff. ISL is committed to a focused effort on continuous improvement and development of a respectful and safe workplace.

We thank all applicants in advance for their interest in this position. Only those who will be selected for an interview will be contacted.