Administrative Assistant

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 SupportServe as the primary point of contact for all office-related inquiriesAnswer incoming phone calls at the reception desk and route them appropriatelyGreet visitors in a professional and respectful mannerManage calendars, schedule meetings, and coordinate appointmentsMonitor incoming emails, service tickets, and invoice inquiries, directing them to the appropriate team membersAssist with drafting, proofreading, and distributing internal and external communicationsEnsure common areas, including the kitchen, lunchroom, and boardrooms, are kept clean and organizedDocumentation and Record KeepingMaintain organized and accessible filing systems for policies, procedures, and project documentationPrepare and distribute reports as requestedMeeting CoordinationPlan and coordinate meetings with internal and external participants, ensuring required resources are availableArrange refreshments for meetings when applicableRecord and distribute meeting minutes, action items, and follow-up tasksCoordinate virtual meetings, webinars, and teleconferencesInventory ManagementManage inventory for office and kitchen supplies, including stationery and refreshmentsEnsure timely ordering and restocking to maintain appropriate supply levelsRequirementsDesired Qualifications:3-5 years of experience in an administrative support role preferredStrong organizational and time-management skills with the ability to prioritize effectivelyProficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Microsoft 365 tools, including Teams and OneDriveExcellent written and verbal communication skillsHigh attention to detail and accuracy in data entry and recordkeepingAbility to maintain confidentiality and handle sensitive information appropriatelyProactive, self-motivated, and able to work both independently and collaborativelyOther Position Requirements:Valid driver's license and willingness to occasionally use a personal vehicle for work-related travelAbility to sit for extended periods and work on a computerCommitment to ongoing skills development, including training and certificationsBenefitsExtended Healthcare Plan (Medical, Disability, Dental & Vision)Group RRSPGroup Life - AD&D - Critical Illness InsuranceTraining & DevelopmentEmployee Assistance Program - Counseling