Administrative Assistant ( Full-Time)

We are seeking applications for a Full-Time, Administrative Assistant at St. Thomas Centre- Facilities located in the Okotoks, Alberta area. This is a full-time year-round position averaging 40 hours per week.

Daily tasks will require a variety of skillsets and responsibilities including but not limited to:

Visitor and Communication Management:

Greet visitors and manage sign-in procedures.

Answer phone calls and handle inquiries from staff, vendors, and clients.

Manage email correspondence, forward important information, and save documents.

Invoice and Budget Management:

Process and verify invoices, update spreadsheets, and ensure approvals.

Assist with budget tracking, invoice approvals, and payments.

Administrative Support:

Perform general tasks like typing, filing, and maintaining records.

Maintain shared calendars and task lists for the facilities team.

Vendor and Purchase Order Management:

Create and manage Purchase Orders (POs).

Communicate with vendors and coordinate supply orders.

Facilities Coordination:

Manage vehicle logs, key distribution, and coordinate with facilities staff.

Schedule on-call personnel for events.

Meeting Support:

Prepare agendas, take meeting minutes, and distribute materials.

Project Assistance:

Support project coordination, report generation, and special tasks as needed.

Support the Facilities Director, Financial Analyst and other team members with project coordination, report generation, and special tasks as needed.

Qualifications, Experience and Skills:

A certificate or diploma in Business Administration or a related field is preferred.

Over 2 years of experience in administrative support and office management.

Strong expertise in invoicing, budget tracking, and vendor communication.

Ability to manage communications, organize meetings, and maintain precise records with attention to detail.

As a publicly funded Catholic School District, our schools and job locations are infused with the Catholic Faith. The successful candidate will demonstrate a respectful and sympathetic sensitivity to the Catholic beliefs and practices of the students and staff.

The School Division expresses appreciation to all those who apply. Only candidates selected for an interview will be contacted.