Administrative Assistant (Airdrie)

Key Responsibilities - Build and maintain positive working relationships with internal teams, contractors, and external stakeholders while adhering to company policies and professional standards. - Monitor and communicate updates to procedures, guidelines, and regulatory requirements relevant to project activities. - Maintain accurate project records, databases, tracking systems, and documentation to support ongoing operations. - Coordinate project startup documentation to ensure all required information is complete, organized, and available on schedule. - Manage and track project-related reports, correspondence, approvals, permits, and supporting documentation. - Assist with the coordination of stakeholder engagement activities and consultation requirements as needed. - Support project teams by organizing, reviewing, and maintaining project files, drawings, reports, and final documentation packages. - Prepare, compile, and submit applications, permits, licenses, and other regulatory documentation. - Track project milestones, deadlines, and regulatory submission requirements to ensure timely completion. - Verify that all required approvals, permits, and supporting documentation are in place prior to project commencement. - Schedule and participate in project meetings, record meeting minutes, and follow up on action items. - Provide administrative support to project leaders and operational teams, including document management, reporting, and coordination activities. - Communicate project updates, status reports, and key information to internal and external stakeholders as required. - Identify administrative process improvements and support the implementation of efficient project management practices. Qualifications - Diploma or certificate in Petroleum Administration, Office Administration, Project Administration, or a related field is considered an asset. - Minimum 2 years of experience in an administrative, project coordination, or operational support role. - Experience supporting projects, operations, construction, engineering, or other fast-paced business environments is preferred. - Proficiency with Microsoft Office Suite and experience using databases, document management systems, and invoicing software. - Robust organizational, planning, and time management skills with the ability to manage multiple priorities and deadlines. - Excellent written and verbal communication skills with a customer-service-oriented approach. - Strong attention to detail, accuracy, and document control practices. - Ability to work independently while collaborating effectively with cross-functional teams. - Proactive problem-solving skills and a commitment to continuous improvement. Apply on Kit Job: kitjob.ca/job/2q1lki