Administrative Assistant/Office Assistant

About us

Custom Learning Systems, is an innovative education and consulting company based in Calgary, AB.

Our Mission: Creating a 5 Star Culture of Healing Kindness

Our Vision: Kindness Care Everywhere

Our work environment includes:

• Work-from-home days
• Company perks
• Flexible working hours
• Regular social events
• Casual work attire

Summary:

Reporting to the Executive Assistant, the Administrative Assistant will be responsible for working along side the EA and assistance to the CEO.

This individual will become an expert on all company administration, be able to communicate with and manage CEO relationships. They will be responsible for ongoing knowledge of core CLS educational programs as well as regular meetings with the Executive Assistant to ensure a continuous flow of good communication between what is expected and what is achieved.

This is a full-time, contract position (with possibilities for extension or permanent placement).

Position:

Administrative Assistant

Role and Responsibilities:

A. General Reception and Office Duties

- Answering phone calls and emails

- Taking detailed meeting minutes and meeting summaries

- Transcribing, dictation, and data entry

- Provide administrative support to management, including email correspondence and generation and distribution of emails, memos, letters, spreadsheets, forms, bulletins

- Coordinating staff meetings

- Birthday and Anniversary Card (digital/non-digital) distribution for staff signing

- Maintain online filling system and CRM

- Managing Company accounts

o Staples Account and Ordering

o FedEx and Other Shipping (As backup)

o Xerox Ordering and Coordination, arrange repairs

o Zoom Account and webinar monitoring, downloading/uploading of Zoom recordings

- Other duties as assigned

B. Executive Assistant Assistance

- Scheduling calls/meetings for management/CEO

- Make adjustments to CEO schedules and/or updating the CLS Online calendar

- Liaise with management/EA to handle requests and queries from team members/clients

- Miscellaneous word processing – printing focus groups templates/ Working with templates and document creation

- ITPE assistance as required

- Other duties as required

- Customize client materials i.e. workbooks, PowerPoints

C. PART/Blueprint Reports & General Marketing

- Teleconference attendee data entry

o Includes sending e-books, tools to participants

- Post-Event data entry and report compilation

- Post-ITPE data entry and report compilation

- Printing Brian Lee emails appropriately

D. Event/Keynote/ITPE Folders Preparation:

- Customize, print, and paste the labels onto the folders

- Customize and print the documents for the folders, per SOP

o Main ITPE folder – Transition Cover Sheet

o Focus Group folder – All templates

o maintenance of updated templates digitally in SharePoint, FTP site, etc.

D. OTHER ADMINISTRATION

- Provide typing and other assistance to the CEO.

- Attend and participate in Marketing Meetings and Staff Huddles.

- Responsible for attending committee meetings and assisting on specified committees as necessary. Also, may be required to attend the HealthCare Service Excellence Conference and assist as needed.

Education & Additional Requirements:

· Must be able to multi-task and be able to prioritize conflicting deadlines.

· Must be able to nurture long term partner relationships.

· Must be detail oriented and able to work in a fast-paced environment with tight deadlines.

· Excellent communication skills (oral and written) and be able to express our company’s views creatively.

· Ability to work effectively as part of a team and independently at a high level.

· Must be tech-savvy and easily learn and adapt to changing technologies.

· Proficient in Microsoft including but not limited to, PowerPoint, Excel, Word, Outlook, Teams, SharePoint.

· Typing speed 60 w.p.m.

· Possess a PC computer/laptop, (No IT support for Macs) with the opportunity for a company provided PC after 3 months probation.

· Mainly Remote Work: Travel within Calgary is required.

Job Type: Full-time

Salary: From $35,000.00 per year

Benefits:

• Dental care
• Extended health care
• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Calgary, AB T3H 3Z2: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Please note- if Assessment are not completed, your application may not be looked at

Education:

• Secondary School (preferred)

Experience:

• Administrative experience: 3 years (required)
• Microsoft Office: 3 years (preferred)

Work Location: Hybrid remote in Calgary, AB T3H 3Z2