Executive Solutions Ltd. - CALGARY, AB, Canada
Our client is a dynamic construction company specializing in residential projects across Calgary and surrounding areas. Located in the heart of downtown Calgary, they operate in a fast-paced environment where innovation, safety, and efficiency drive their success. As a smaller office with a close-knit team, they value versatility, initiative, and a proactive approach to supporting both day-to-day operations and executive leadership. They are seeking a highly organized and adaptable Office Manager to oversee the smooth functioning of their office. This role is ideal for a multitasking professional who thrives in a diverse environment. Approximately 50% of the time will be dedicated to Executive Assistant (EA) duties, supporting the senior leadership team, while the remaining 50% will focus on general office management. The position requires a blend of administrative expertise, strong interpersonal skills, and the ability to handle a variety of tasks in a construction industry setting. This is a full-time, on-site role reporting directly to the Operations Director.

QUALIFICATIONS AND SKILLS:

• Education and Experience: Bachelor’s degree in Business Administration, Office Management, or a related field preferred. Minimum of 2-5 years of experience in office management or executive assistance, ideally in a construction, engineering, or small business setting.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and basic accounting software.
• Soft Skills: Exceptional organizational and time-management abilities; strong communication skills (verbal and written); discretion and professionalism when handling sensitive information; ability to work independently in a smaller office with minimal supervision.

IF YOU MEET THE ABOVE QUALIFICATIONS AND BELIEVE THIS ROLE COULD BE A FIT FOR YOU, WE LOOK FORWARD TO REVIEWING YOUR APPLICATION!

Posted: Wednesday, August 27, 2025
Job # 56

KEY RESPONSIBILITIES:

Office Management (Approximately 50% of Role):

• Oversee daily office operations, including managing office supplies, equipment maintenance, and vendor relationships.
• Coordinate office logistics, such as mail distribution, filing systems, and ensuring compliance with health and safety regulations specific to a construction office environment (e.g., maintaining safety documentation and emergency protocols).
• Handle basic HR administrative tasks, including onboarding new hires, maintaining employee records, and organizing team-building events or training sessions.
• Liaise with external stakeholders, such as suppliers, contractors, and regulatory bodies, to support project-related administrative needs (e.g., permit tracking or invoice processing).
• Facilitate internal communications, including scheduling team meetings, distributing memos, and maintaining shared calendars or project management tools (e.g., Asana or Microsoft Teams).

Executive Assistant Functions (Approximately 50% of Role):

• Manage executive calendars and schedules, including prioritizing appointments, resolving conflicts, and ensuring efficient time allocation for the CEO and senior executives.
• Schedule and coordinate meetings, prepare agendas, book conference rooms, and handle virtual meeting setups (e.g., via Zoom or Microsoft Teams), including follow-up on minutes and action items.
• Arrange travel itineraries, including flights, accommodations, and ground transportation, with consideration for Calgary’s connectivity and any construction site visits.
• Prepare, edit, and distribute correspondence, reports, presentations, and confidential documents related to construction projects, bids, and client interactions.
• Serve as the primary point of contact for executive communications, screening and prioritizing calls, emails, and inquiries to streamline workflow.
• Organize administrative events such as internal meetings, board sessions, or client calls, ensuring all logistics are handled seamlessly.
• Process expense reports, manage reimbursements, and handle routine administrative tasks like filing, data entry, and record-keeping for executives.