Office Assistant

About the role

We are seeking a highly organized and proactive Office Assistant to join our Calgary team. In this onsite position you will support executives and the core team by handling a wide range of administrative and operational tasks, ensuring the office runs smoothly.

Key responsibilities

• Executive support: manage calendars, schedule external meetings, and prioritize time‑sensitive requests.
• Travel and conference coordination: book flights, accommodations, and transportation.
• Meeting preparation and follow‑up: organize meeting materials and track action items.
• Office management: maintain a clean, welcoming environment and liaise with building management, cleaners, and maintenance vendors.
• Inventory and supplies: monitor and restock office supplies, kitchen snacks, and equipment.
• Culture and events: plan team‑building activities, off‑sites, holiday parties, lunches, and celebrate milestones.
• Mail and deliveries: handle incoming and outgoing mail, packages, and couriers.
• Onboarding/off‑boarding: set up desks, coordinate IT equipment delivery, and manage software access for new hires.
• Finance support: process credit‑card payments, accounts‑payable invoices, cheque deposits, and assist with collections.
• Vendor and subscription management: oversee software licenses and basic account administration.
• Special projects and process improvement: assist various departments with ad‑hoc projects and help implement process enhancements.

Required profile

• 2+ years of experience in an administrative, office management, or operations role (startup experience a plus).
• Exceptional attention to detail and ability to juggle multiple tasks simultaneously.
• Proactive problem‑solver who anticipates needs and proposes solutions.

Required skills

• Google Workspace
• Slack
• Zoom
• HubSpot