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Administrative Assistant

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Administrative Assistant

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Job Description

Administrative Assistant – Project Services 

Our client is seeking a contract Administrative Assistant for a one-year duration in Calgary.  Reporting to the Director, this position provides administrative support to both the Director of Project Services and the Project Services department. This role will be responsible for ensuring management reports, spreadsheets and presentation materials are aligned with corporate standards. This position provides an excellent opportunity to gain an understanding of several disciplines including Project Management, Estimating, Planning & Scheduling, Risk Management, Cost Control, and Document Control. 

Core Responsibilities: 
  • Provide professional administrative support to the Director of Project Services.
  • Collaborate closely with the leadership team to ensure report graphs, spreadsheets, and presentation materials are aligned with corporate standards and the Safety, Engineering and Procurement guidelines. 
  • Develop and deliver a report to the Director by collecting and combining weekly summaries from the Project Services team; upload and maintain report on MS SharePoint.
  • Create monthly report templates on the Project Services SharePoint site and ensure content is completed from each discipline.
  • Organize and attend a weekly leadership team meeting; noting action items and communicating management updates if required.
  • Set-up monthly meetings and ensure room and AVS is prepared prior to each meeting.
  • Provide monthly updates to the organizational chart and submit to the VP, Engineering.
  • Ensure leadership team provides updates to the 5-year plan, Zerobase plan, and Goals Summary.
  • Create and track team Training Plan and ensure courses completed are reflected accordingly.
  • Liaise with LMS and management team to move in-house training to LMS for tracking purposes.
  • Work extensively in MS SharePoint providing site access and content management for Project Services and SE&P Management site.
  • On-boarding and Off-boarding of staff and contractors.
  • Maintain and track Project Services Activity Log in SharePoint.
  • Maintain inventory for Project Management Forum.
  • Provide ad hoc administrative support in areas including SAP time entry and audits, processing expense reports, organizing offsite meetings, ordering office supplies and processing floor mail. 
  • Collaborate closely with other Administrative Assistants within SE&P and provide backup support in their absence.
  • Occasional creation of questionnaires to understand the level of customer satisfaction and service delivery in Project Services.
  • Participate in floor safety inspections and attend floor safety meetings.
  • Attend monthly and quarterly administrative meetings, providing a safety topic and acting as Chair on a rotational basis.

  • Post-Secondary Certification in Office Administration or similar area.
  • 5-7 years of administrative assistant experience supporting a Project Services group.
  • Knowledge and experience with SAP using HR and/or Finance modules.
  • Knowledge and experience with MS Office Suite, specifically Word, Excel, and SharePoint.
  • Knowledge and experience with HDMS 

    NICE to HAVE Qualifications:
  • Engineering and/or Oil & Gas industry experience.


Founded in 1957, the Ian Martin Group is North America’s most progressive recruitment and project-staffing firm. As a Certified B Corporation, the company meets comprehensive standards that measure its impact on employees, suppliers, community, and the environment.

Our guiding statement is: “building authentic connections around meaningful work."

The Ian Martin Group specializes in technical recruitment in Engineering, Telecom and IT. We also offer an affordable shortlisting staffing service that allows clients an opportunity to do "empowered hiring."

We thank all who apply, however, only those selected for an initial interview will be contacted.



Job Summary

  • Company:
    Ian Martin Group
  • Location:
    Calgary, AB
  • Job Type:
    Full Time
  • Education level:
    Experienced (Non-Manager)
  • Work Experience:
    5+ to 7 Years
  • Career level:
  • Career level:
    Experienced (Non-Manager)
  • Industries:
    Business Services - Other
  • Job Category:
  • Occupation:
    Administrative Support
  • Posted:
  • Reference code:

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Janeen Jorden
10050 112 Street
Edmonton, Alberta T5K 2J1

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At the Ian Martin Group, we believe amazing achievements are made when innovative people connect. Advances in technology and social media have opened up the world to the idea that we are all connected. What we do is connect the right people to the right circumstances, at the right time. We do it by understanding that all business works only because of people, and that business to business is really just a fancy way of saying person to person during business hours.