Intermediate Administrative Assistant to provide a range of administrative and general support to an HSE department

Our large Oil & Gas industry client is seeking an Intermediate Administrative Assistant to provide a range of administrative and general support to an HSE department.

This is an initial 6-month contract with a possibility of extension. The successful candidate will follow a hybrid working model in downtown Calgary (in office Monday to Thursday).

Must-Haves:

• At least four years of professional working experience as an Administrative Assistant within a Corporate environment.
• Proficient in Microsoft Office applications, including Excel, Word, PowerPoint, Teams, and SharePoint.
• Ability to understand and prepare financial reports (used for budgets, routine reports, forecast tracking).
• Strong attention to detail, organizational skills, collaboration, and presentation skills.

Nice-to-Haves:

• Understanding of HSE (Health, Safety, Environment) affairs and procedures
• Oil and Gas industry experience

Key Responsibilities:

• Effectively collaborate across the organization and a proactive approach to recommending and implementing designs and key performance metrics.
• Coordinate and organize meetings and department events. This can include scheduling, sending reminders, room set up, IS coordination, and arranging catering when required. Examples of some events include potluck lunches, vendor-sponsored happy hours/breakfasts, program events, etc.
• Coordinate and facilitate monthly and quarterly HSE knowledge-sharing events.
• Receive, code, and process invoices for the HSE department timely and accurately.
• Collect, record, sort, and file information.
• Facilitate the annual budget process with HSE and Operations BAs.
• Develop monthly actual vs. forecast tracking for HSE state locations.
• Prepare routine reports.
• Assist in the preparation, proofreading, and editing of communication materials.
• Process mail and assist in front-office duties.