Full Time Administration Assistant (Calgary)

Full-Time Administrative Assistant (Fairchild Radio Calgary)

We are seeking a highly organized and proactive administrative assistant to support the daily operations of our team. The ideal candidate should be organized, detail-oriented, and have excellent communication skills.

Key Responsibilities:

OFFICE COORDINATION (70%)

• Serve as the first point of contact for guests, visitors, and callers, providing a welcoming and professional experience for both internal and external stakeholders.
• Answer, screen, and direct incoming phone calls and emails in a courteous, efficient, and timely manner; accurately relay messages as needed.
• Coordinate incoming and outgoing mail and courier services, ensuring timely daily distribution.
• Provide general administrative support, including preparing correspondence, scheduling meetings, and booking boardrooms.
• Assist in the coordination and setup of meetings and events, including logistics planning and preparation of supporting materials.
• Maintain cleanliness and organization of common areas, including boardrooms and pantry.
• Manage office supplies and inventory, ensuring adequate stock levels are maintained at all times.
• Liaise with building management and internal departments regarding office maintenance and repair needs.
• Collaborate with the Head Office Accounting team to support invoicing processes, track accounting matters, and maintain accurate records.
• Administer weekly cheque deposits, ensuring secure and accurate handling of financial transactions.
• Provide backup support to the Traffic Coordinator, including preparing contracts and assisting with the Marketron system for advertising scheduling (training provided).
• Assist the International Program with the preparation of agreements and contracts as needed.
• Monitor and follow up on international brokerage account payments, ensuring timely and complete payments**.**

HR COORDINATION (30%)

• Provide administrative support for recruitment activities, including coordinating and scheduling interviews with candidates and the HR Director.
• Assist with onboarding and off boarding processes, including coordinating schedules, workspace setup/cleanup, and preparation and collection of security passes.
• Partner with the HR Director to plan and execute employee engagement initiatives, including organizing social events and independently leading selected activities throughout the year.
• Draft and distribute internal communications (e.g., new hire announcements, holiday notices) via email and the company intranet.
• Maintain and track employees leave and holiday records to ensure adequate staffing coverage and operational efficiency.
• Support ad hoc HR projects and initiatives as required.

Required Skills and Qualifications:

• Diploma in Business Administration or a related field.
• Excellent communication and interpersonal skills.
• Strong organizational and record-keeping skills.
• Attention to detail and accuracy in managing financial records.
• Ability to handle multiple tasks and prioritize responsibilities.
• Ability to collaborate with various departments and offices. Team player with the ability to work in a collaborative environment.
• Knowledge of MS Office products such as Word, Excel, and PowerPoint is required. Computer and spreadsheet proficient.
• Fluent in spoken and written English is a must, fluent in Chinese (Cantonese or Mandarin) is an asset.

If you are interested to the above position, please submit your resume to [email protected]. We thank all applicants for their interest, but only selected candidates will be contacted for an interview. This position is restricted to those legally entitled to work in Canada.

Fairchild Radio is committed to Employment Equity and to providing a fair and equitable work environment. We encourage applications from qualified women, men, visible minorities, aboriginal people and persons with disabilities. If you need to be accommodated during any phase of the evaluation process, please contact our Director, Human Resources and Administration at [email protected]. All information received about accommodations will be kept confidential.

Fairchild Radio also respects your right to privacy. We have a firm policy of not selling, lending or disclosing your personal information. When we collect personal data, you can be assured that we will handle and store it in a secure manner. Your personal information will be kept confidential and destroyed after use.

Job Type: Full-time

Pay: $18.15-$20.00 per hour

Benefits:

• Company events
• Dental care
• Extended health care

Education:

• Secondary School (required)

Experience:

• HR & Administrative: 1 year (preferred)

Language:

• Cantonese (required)
• Mandarin (preferred)

Work Location: In person