Are you someone who enjoys being at the centre of a busy, welcoming workplace - keeping things organized, helping people feel supported and making sure the details are handled well? If you thrive in a fast-paced environment, take pride in providing excellent service and want to contribute to a team that supports Calgary’s business community, this role could be a great fit for you.
About The Calgary Chamber
The Calgary Chamber exists to empower the business community to advance a prosperous Calgary.
As the convenor and catalyst for a vibrant, inclusive and prosperous business community, the Chamber works to build strength and resilience among its members and position Calgary as a magnet for talent, diversification and opportunity. As an independent, non-profit, non-partisan organization founded in 1891, we build on our history to serve and advocate for businesses of all sizes, in all sectors across the city.
The Calgary Chamber is an inclusive workplace where diversity of thought – and of people – are recognized, valued and considered essential to achieving our mission.
Position Overview
Reporting to the Executive Assistant & Manager, Office Services, the Administrative Coordinator is the first touch point for members, visitors, partners and staff at the Chamber office. With an obvious professional approach and willingness to serve others, the Administrative Coordinator takes pride in providing exceptional customer service – in person, over the phone, and electronically – to better serve the internal and external Chamber community.
The Administrative Coordinator provides high-quality and timely administrative support across the Chamber, helping ensure day-to-day office operations run smoothly while supporting internal coordination, member-facing services and Chamber activities as needed.
The ideal candidate is a detail-oriented administrative professional with exceptional organizational skills and the ability to move easily between providing executive support to performing hands-on office responsibilities.
This full-time position requires the incumbent to be physically in the office each business day from 8:00 am to 5:00 pm. Remote work is not available for this position.
Key Responsibilities
Front Desk Reception
- Greet members, clients and guests in a friendly, professional and welcoming manner
- Answer telephone and field inquiries
- Sort and distribute incoming and outgoing mail
- Receive packages and respond to general inquiries from a wide range of audiences
- Responsible for monitoring and tracking the general reception inbox and responding to multiple inquiries in a timely manner
- Maintain office tidiness (e.g. meeting rooms, kitchen, filing cabinets and hallways, etc.) including general daily clean-up of the kitchen, appliances and the meeting rooms
Office Services
- Lead the Document Certification service for Chamber members and non-members
- Coordinate Chamber member headshot sessions and new member onboarding deliveries
- Assist with Chamber member room rentals, coordinating logistics and set-up
- Assist with ordering catering when required
- Order and maintain office supplies and inventory
- Monitor office equipment and ensure regular maintenance and servicing
- Liaise with vendors and building management regarding facilities and equipment maintenance and repairs
- Maintain shared subscriptions
Administrative Support
- Provide administrative support as assigned, including calendar and email management, meeting planning and preparation, data entry and analysis, file and records management
- Take meeting minutes as required
- Prepare briefing notes for new member introductions
- Book travel for Chamber of Commerce staff as required
- Assist with room bookings for internal member meetings, eventsor receptions, including name tag printing, list management, catering, attendance correspondence and confirmation
- Maintain the Chamber organizational chart and desk assignment floor plan
- Ensure Chamber SharePoint hub is maintained with up-to-date records and information
- Expense report management and reconciliation
Qualifications And Requirements
- A minimum of two years’ experience working in an office or customer service environment
- Proficiency using Microsoft 365 and SharePoint
- Exceptionally strong customer service, teamwork and organizational skills and superior attention to detail
- Strong communication skills, both written and oral
- Demonstrated ability to multitask and prioritize tasks effectively
- Must be punctual and adaptable to change
- Highly self-motivated and directed
What Makes You Stand Out
- You have some knowledge or experience using Microsoft Dynamics 365
- You are someone who notices what needs to be done and takes initiative without being asked
- You are someone others can rely on for consistent follow-through, dependable support and a steady approach to day-to-day responsibilities
- You are comfortable working in a fast-paced, hands-on environment where priorities can shift and collaboration is essential
- You have interest in contributing to the Chamber’s external activities from time to time, including after-hours, to support events, member engagement and broader team initiatives
Job Details
- Job Type: Permanent full-time
- Schedule: 40 hours per week; some additional-hours during peak times may be required from time-to-time. In-office role, remote work is not an option
- Compensation: Competitive salary, vacation & benefits including access to the Ampersand building gym and recreation facilities, holiday office closure, flex days, RRSP matching and performance-based bonus
Applying
Equity and inclusion are part of our core values. We encourage individuals from all backgrounds to apply, including non-Canadians who are eligible to work in Canada.
Applications will be accepted until the position is filled, however we'll start screening candidates as we receive applications - so don't wait to apply!
