Overview

Administrative Assistant Jobs in Calgary, Alberta, Canada at NES Fircroft

Title: Administrative Assistant

Company: NES Fircroft

Location: Calgary, Alberta, Canada

Administrative Assistant (LNG Project)

Location: Calgary, AB

1-Year Contract (Renewable annually through the end of 2028)

Are you an organized, detail-oriented administrative professional who thrives in a fast-paced project environment? We are seeking an Administrative Assistant to provide high-quality administrative and coordination support to a major LNG project team based in Calgary.

In this role, you will play a critical part in supporting project leaders and team members by coordinating complex international travel, managing high-volume expense reporting, organizing meetings, and ensuring day-to-day administrative operations run smoothly. This position works closely with the Executive Assistant and project leadership in a collaborative, dynamic environment.

What You'll Do

Travel & Logistics Coordination

  • Coordinate complex domestic and international travel for multiple project team members.
  • Arrange flights, accommodations, ground transportation, and manage travel profiles and itinerary changes.
  • Support travel to international project locations, including Europe and Asia.
  • Prepare detailed travel itineraries and ensure all required approvals and documentation are in place.
  • Liaise with travel providers and vendors to manage changes and resolve travel-related issues.

Expense & Financial Administration

  • Prepare, submit, and track high volumes of expense reports using corporate systems.
  • Reconcile corporate card transactions and ensure compliance with company policies.
  • Process invoices, purchase requisitions, and vendor payments.
  • Maintain organized financial and travel records for reporting and audit purposes.
  • Follow up on outstanding approvals and expense submissions.

Administrative & Project Support

  • Provide administrative support to project leaders, team members, and the Executive Assistant.
  • Coordinate meetings, calendars, agendas, virtual meeting logistics, catering, and meeting materials.
  • Prepare meeting minutes, action logs, contact lists, and project documentation.
  • Support onboarding activities for new project team members, including workspace, equipment, and access coordination.
  • Maintain project files, administrative trackers, and document management systems.
  • Assist with administrative process improvements and provide backup support as required.

Additional Responsibilities

  • Manage fleet vehicle logs.
  • Administer project travel request tracking.
  • Support onboarding within the project travel management program.
  • Prepare monthly travel compliance reports and dashboards.
  • Coordinate IT and building service requests.
  • Manage promotional inventory.
  • Create internal team communications and bulletins.
  • Provide backup support for onboarding and offboarding project personnel, including office space, laptops, and system access.

What We're Looking For

Qualifications

  • Diploma or certificate in Business Administration, Office Administration, Project Administration, or a related field is considered an asset.
  • 3–5 years of administrative experience supporting project teams, executives, engineering, construction, energy, or major capital projects.
  • Experience coordinating complex international travel and multi-leg itineraries.
  • Experience processing high-volume expense reports with strong attention to accuracy and policy compliance.
  • Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams).
  • Experience with SharePoint or similar document management systems.
  • Experience with Concur, SuccessFactors, procurement, or ERP systems is considered an asset.

Skills & Competencies

  • Exceptional organizational and time management skills.
  • Strong attention to detail and accuracy.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple priorities in a fast-paced environment.
  • Professional judgment and discretion when handling confidential information.
  • Self-motivated with a proactive, solutions-focused approach.
  • Strong collaboration skills while also working independently.

Nice-to-Have Qualifications

  • Intermediate to Advanced SharePoint Administration and Access Management.
  • Power BI knowledge.
  • SuccessFactors experience.

Working Conditions

  • Calgary-based position supporting a major LNG project with domestic and international stakeholders.
  • Monday to Friday, 8-hour workday.
  • Occasional overtime or schedule flexibility may be required to support international travel changes and project deadlines.
  • Frequent coordination across multiple time zones.
  • Primarily office-based with potential for occasional project site or offsite support.

Contract Details

  • Location: Calgary, Alberta
  • Schedule: Monday–Friday, 8 hours/day
  • Contract: 1-year term, renewable annually through the end of 2028

If you enjoy working in a collaborative, fast-paced project environment and have a passion for organization, logistics, and administrative excellence, we'd love to hear from you. Apply today to become part of an exciting LNG project supporting a global team.

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