Administrative Assistant - LNG Project

Overview

We are looking for a highly organized and detail-focused Administrative Assistant to join a significant LNG project based in Calgary, Alberta. This role involves providing comprehensive administrative and coordination support to the project team over a 1-year renewable contract through the end of 2028, assisting both project leaders and executive assistants in a dynamic, fast-paced setting.

Key Responsibilities

• Organize and coordinate complex domestic and international travel arrangements, including flights, accommodations, and ground transportation for multiple team members, particularly to locations in Europe and Asia.
• Prepare and manage detailed travel itineraries ensuring all necessary authorizations and documents are obtained; liaise with travel vendors to manage modifications and resolve travel-related concerns.
• Handle a high volume of expense reporting, including submission, tracking, and reconciliation of corporate card charges ensuring strict adherence to company policies.
• Process invoices, purchase requisitions, and vendor payments while maintaining accurate financial and travel records for audit and reporting purposes.
• Assist project leadership and team members by scheduling meetings, preparing agendas, organizing virtual meeting logistics, taking meeting minutes, and managing project documentation.
• Support onboarding for new project staff, coordinating workspace, equipment, and system access, and maintain project files and trackers.
• Manage additional tasks such as fleet vehicle logs, travel request tracking, travel compliance reporting, IT and facility service coordination, promotional inventory management, and internal communications.
• Provide backup administrative support for onboarding/offboarding processes as required.

Qualifications & Skills

• Diploma or certificate in Business Administration, Office Administration, Project Administration, or related field is advantageous.
• Between 3 to 5 years of administrative experience supporting projects in engineering, construction, energy, or major capital projects preferred.
• Proven expertise in coordinating complex multi-leg international travel and managing high-volume expense reports with precision.
• Proficiency in Microsoft Office suite including Outlook, Word, Excel, PowerPoint, Teams, as well as familiarity with SharePoint or equivalent document management systems.
• Experience with Concur, SuccessFactors, procurement, or ERP systems is desirable.
• Excellent organizational, time management, written and verbal communication skills, with strong attention to detail and accuracy.
• Capability to handle multiple priorities simultaneously in a fast-moving environment, maintaining confidentiality and professional discretion.
• Self-driven with a proactive problem-solving mindset and capacity for both independent and collaborative work.

Preferred Additional Skills

• Intermediate to advanced SharePoint administration and access management abilities.
• Knowledge of Power BI and SuccessFactors platforms.

Working Conditions

• Position is based in Calgary with primarily office-based work; occasional support on project sites or offsite may be required.
• Standard Monday to Friday work schedule, 8 hours per day with potential for overtime or flexible hours to accommodate international travel changes and project deadlines.
• Frequent interaction with stakeholders across multiple time zones.

Contract Details

• Location: Calgary, Alberta, Canada
• Employment Type: 1-year contract, renewable annually through the end of 2028
• Work Schedule: Monday to Friday, 8 hours per day