Administrative Assistant - Intermediate

Job Location: Edmonton, AB

Job Type: Contract

Job Overview:

Requirement/Must Have:

• Relevant post-secondary education in Office Administration or related field.
• Minimum 2 years of experience organizing business events, coordinating meetings, and booking rooms.
• Minimum 1 year of experience supporting an Executive Director with calendar management, email management, and meeting coordination.
• Strong proficiency in Microsoft Word and Excel including formatting, tracking, and document production.
• Experience managing invoices, expenses, and financial processes.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities independently.
• Experience with records and document management for both digital and physical files.
• Ability to proofread and produce accurate, well-formatted documents.

Experience:

• Minimum 2 years of experience with meeting support including agenda preparation, minute-taking, and follow-ups preferred.
• Minimum 1 year of experience with records lifecycle management in electronic and physical information systems preferred.
• Minimum 2 years of experience creating PowerPoint presentations preferred.
• Minimum 2 years of experience formatting and proofreading Word documents in a professional setting preferred.
• Minimum 2 years of experience with financial reporting and Microsoft Excel preferred.
• Minimum 1 year of experience processing and reviewing expenses preferred.
• Minimum 1 year of experience working in a data, analytical, or technical team environment preferred.
• Minimum 2 years of experience working in a government or similarly complex organizational environment preferred.

Responsibilities:

• Support Executive Director with calendar management, email coordination, and meeting scheduling.
• Organize meetings, business events, and logistics including room bookings and coordination.
• Prepare agendas, record meeting minutes, and manage follow-up activities.
• Create, format, proofread, and finalize professional documents, presentations, and briefing materials.
• Maintain accurate records and manage physical and electronic document filing systems.
• Process invoices, expenses, and financial documentation accurately and on time.
• Support financial reporting activities using Microsoft Excel and related tools.
• Coordinate communication and administrative activities across teams and stakeholders.
• Ensure document accuracy, consistency, and compliance with organizational standards.
• Anticipate administrative needs and proactively support leadership and team operations.

Should Have:

• Experience supporting government or public sector environments preferred.
• Familiarity with expense processing and invoice tracking systems preferred.
• Experience preparing professional memos, reports, and briefing materials preferred.
• Strong organizational and multitasking skills.
• Ability to work effectively in fast-paced and evolving environments.

Skills:

• Microsoft Word.
• Microsoft Excel.
• PowerPoint Presentation Creation.
• Calendar and Email Management.
• Meeting Coordination and Minute-Taking.
• Records and Document Management.
• Expense Processing.
• Financial Reporting Support.
• Administrative Support.
• Communication Skills.
• Data Entry and Tracking.
• Event Coordination.

Qualification and Education:

• Relevant post-secondary education in Office Administration or related field required.
• Degree, diploma, or certificate in Office Administration accepted.