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5450 - Sr Administrative Professional / Executive Admin

  • LocationCalgary, AB - Canada
  • Work TypeContract/Temp
  • Positions1 Position
  • Job no: 23163HSKYJP00005450
  • Category: Administrative

Our client, the third largest producer of Canadian oil and natural gas and the second largest refiner and upgrader with extensive midstream and downstream infrastructure, has an immediate need for a Sr Administrative Professional / Executive Administrator. This is a contract position for one (1) year located in Calgary, Alberta.


A highly professional Sr Administrative Assistant who demonstrates strong business judgment in all aspects of communication, has superior organizational skills and enjoys working in a busy environment with changing priorities. This position will provide direct professional administrative support at the VP level. This high-paced position will assist with a variety of duties related to planning, developing, and coordinating activities.


  • Liaising with all levels of management including the C-Suite to proactively deal with changing priorities and inquiries.
  • Managing the VP’s e-mail and calendar as well as receiving and screening telephone calls, mail, and visitors.
  • Scheduling and coordinating regular meetings with the C-Suite.
  • Liaising with directors, managers, and departmental staff to request, gather and summarize information.
  • Arranging and coordinating supplier visits.
  • Supporting Office Safety program.
  • Developing presentation materials to assist in effective reporting for the senior management and executive management teams.
  • Maintaining accurate tracking and recording of document approvals.
  • Independently handling general office administration tasks such as coordinating travel arrangements, completing and managing service requests, time entries, maintaining SharePoint data and filing.
  • Organizing meetings (internal and offsite) including setting up Lync and video conferencing equipment; coordinating weekly staff meetings; setting up and facilitating bi-weekly leadership meetings; preparing agenda and logging action items.
  • Preparing general correspondence, reports and completing specific research.
  • Attending administrative roundtables
  • Developing and maintaining up-to-date administrative handbook.
  • Support SharePoint site and updated development


  • Senior progressive administrative/secretarial experience preferably in the petroleum industry.
  • High school diploma, secretarial diploma, or equivalent training and business experience.
  • Strong organization skills with the ability to set priorities, follow up and meet deadlines.
  • Solid experience with SharePoint
  • Calendar Management
  • Coordinating meetings, preparing agendas
  • Ability to communicate effectively with external contacts and employees at all levels of the company including senior executives.
  • Excellent proofreading and business writing skills.
  • Displaying tact and good judgment in resolving problems and answering inquiries.
  • Ability to work independently in a fast-paced, varied and diverse environment with changing priorities.
  • A high degree of initiative and self-motivation.
  • Strong proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, and Concur required; SAP would be an asset.
  • Work collaboratively with the administrative group within Procurement and across SE&P.
  • Technical Professional Skills
  • Drives for Results
  • Forward Thinking
  • Change Agility
  • Develops Potential
  • Communicates Effectively
  • Works Collaboratively

If you're a technical professional, you know that it can be difficult to find fulfilling work that advances your career. At the Ian Martin Group, we exist to connect professionals like you with meaningful work at industry-leading companies in your field. And we walk the walk, too: as a Certified B Corporation, we believe in using business as a force for good for people, our communities, and the environment.

We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please contact us at

We encourage all qualified candidates to apply; however, only those selected for an interview will be contacted.