Administrative Assistant

About Helical Pile Solutions Ltd.

Helical Pile Solutions is a specialist contractor in deep foundations, bringing over three decades of industry expertise. Recently incorporated into Java Holdings Ltd., which boasts more than fifty years of experience executing Canada's largest electrical infrastructure projects, the company leverages combined knowledge for excellence.

Role Overview

The Administrative Assistant will support the office based in Quarry Park, Calgary, directly reporting to the Senior Manager of Information Technology. This role ensures smooth office operations and provides comprehensive administrative assistance to internal teams and external stakeholders.

Key Responsibilities

• Act as the primary contact for all office-related inquiries and communications
• Receive and direct incoming calls professionally
• Welcome visitors courteously and maintain a professional reception environment
• Manage appointment scheduling, calendar coordination, and meeting arrangements
• Monitor incoming emails, service requests, and invoice queries, assigning them to relevant staff
• Support drafting, proofreading, and dissemination of communications both internally and externally
• Maintain clean and organized common areas including kitchen, lunchroom, and conference rooms
• Organize and upkeep systematic filing systems for policies, procedures, and project documents
• Prepare and circulate reports as needed
• Plan and facilitate meetings, ensuring availability of resources and refreshments, and handle minutes and follow-up
• Coordinate virtual meetings, webinars, and teleconferences
• Oversee office and kitchen supply inventories, ensuring timely procurement and restocking

Candidate Requirements

• Preferably 3-5 years experience in administrative support roles
• Exceptional organizational skills and ability to handle multiple priorities efficiently
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft 365 including Teams and OneDrive
• Strong verbal and written communication capabilities
• High precision in data entry and record maintenance
• Discretion in handling confidential matters
• Self-driven with ability to work independently and collaboratively
• Valid driver's license and readiness to occasionally utilize personal vehicle for work
• Capable of sitting for long periods and extensive computer use
• Committed to continuing professional development including relevant training and certifications

Benefits

• Comprehensive Extended Healthcare Plan covering Medical, Dental, Vision, Disability
• Participation in Group RRSP
• Group Life Insurance, Accidental Death & Dismemberment, and Critical Illness coverage
• Opportunities for training and skills development
• Access to Employee Assistance Program for counseling services