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ABOUT THE ROLE
Location: Central Commons, Ave SW
Full Time Regular: 37.5 hours per week Salary: $43,200 - $54,000
The Administrative Assistant plays a vital role within the Administration Team, serving as the first point of contact for participants, visitors, and community partners entering our space. This position creates a welcoming, organized, and responsive environment while providing essential administrative and operational support to participants, staff, and leadership.
Working both collaboratively and independently, the Administrative Assistant manages front-line reception services, coordinates communications, and supports agency operations. This role exercises initiative by anticipating administrative needs, identifying efficiencies, and proactively supporting leadership and organizational priorities.
WHO YOU ARE
You create a warm, respectful first impression and genuinely enjoy supporting participants, visitors, and colleagues with professionalism and care.
You take initiative, anticipate needs, and manage competing priorities with sound judgment, attention to detail, and a strong sense of accountability.
You communicate clearly, handle confidential information with integrity, and work effectively with team members and leadership to support shared goals.
WHAT YOU WILL DO
Reception & Participant Support
Serve as the first point of contact, welcoming participants and visitors in a warm and professional manner.
Answer and direct phone and email inquiries, connecting individuals to appropriate programs, services, or community resources.
Provide information regarding appointments, meetings, and building access, and maintain a clean, organized reception area.
Coordinate deliveries and support daily front desk operations.
Financial & Administrative Support
Receive and record counselling payments and process payments for workshops and events.
Complete daily reconciliations and respond to basic account or invoice inquiries.
Manage incoming and outgoing mail, courier services, and general administrative requests.
Track internal expenses and support basic financial documentation processes.
Leadership & Operational Support
Provide administrative support to the Senior Executive Assistant and offer backup support as needed.
Support ELT and SLT members with scheduling, meeting logistics, and preparation of documents and reports.
Maintain internal forms, systems, and secure file management processes.
Support agency events, projects, onboarding logistics, and seasonal initiatives.
Coordinate supplies, shared resources, and building-related needs to ensure site readiness.
Contribute to agency committees and provide cross-departmental administrative support as required.
Proactively identify opportunities to improve administrative processes and contribute to operational efficiencies that support participants, staff, and leadership.
WHAT YOU BRING
Proficiency in Microsoft 365 (SharePoint, Word, Teams, Outlook) and basic Excel skills.
A minimum of 2 years' experience in an administrative reception role or equivalent transferable experience, including handling payments and basic financial reconciliation.
Post-secondary education in a relevant field is an asset.
Strong organizational and time-management skills with exceptional attention to detail.
Ability to work independently, prioritize competing demands, and exercise sound judgment.
Demonstrated professionalism and discretion when handling confidential information.
Excellent written and verbal communication skills, with the ability to collaborate in a multi-disciplinary team.
Commitment to delivering high-quality, client-centered service.
Knowledge of local community resources and familiarity with case management software are assets.
WHY JOIN TEAM CARYA
Be part of a community of over 100 passionate professionals who live our values of Respect, Kindness,
Creativity, Collaboration, Belonging, and Wellness. Together, we make a difference in the lives of more than
40,000 Calgarians every year.
At Carya, we offer:
Exceptional work–life balance. We empower our team to thrive by valuing rest and renewal. Enjoy ample time off, including three (3) weeks paid vacation pro-rated to start date, personal days, and office closure days, so you can bring your best self to work and beyond.
Comprehensive benefits. We invest in your wellbeing and future. You have the opportunity to enrol in employer-paid extended health coverage, including an annual health spending account, after three (3) months, as well as co-pay dental and an RRSP matching program after six (6) months. This support helps employees stay healthy, focused, and confident.
Flexibility and support. We prioritize the growth and development of our team. Our collaborative environment encourages learning, skill-building, and taking initiative, empowering you to make a meaningful impact every day.
A culture of belonging. We value your unique strengths and perspectives. By celebrating diversity and fostering inclusion, we create a workplace where everyone can contribute fully and feel empowered to succeed.
CLOSING DATE
Until a suitable candidate is found.
HOW TO APPLY
Please apply through our online recruitment platform at Create an account to upload your resume and cover letter (PDF preferred). Please note that applications submitted without a cover letter will not be considered. We appreciate all expressions of interest, however only candidates selected for an interview will be contacted.
Equal Employment Opportunities, Requesting an Accommodation, and Other Employment Statements
Carya is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be an equal-opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neurodiversity, disability, age, or veteran status, or any other non-merit based or legally protected grounds.
Carya is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation, please contact People & Culture by email at in advance of your interview.
The successful candidate must complete a satisfactory Police Information Check prior to commencing employment. Carya will provide a digital voucher for candidates residing within city limits or reimburse the cost for those living outside city limits.
Sprachkenntnisse
- English
Hinweis für Nutzer
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