Administrative Assistant - Branch Support

About the Opportunity

Our Calgary branch is looking to add a positive, service-focused Administrative Assistant to help support our growing office. Do you like a variety of tasks throughout your day? Are you able to pivot in the face of changing priorities? If organization is your mainstay, you are energized by working in a collaborative environment, and you have a strong MS Office skill set, let’s connect!

More specifically, as an Administrative Assistant focused on supporting operational needs in our thriving office, some of your key responsibilities will be:

• Financial Coordination – Facilitate accounting processes such as, but not limited to, expense reviews, approvals and training; shared timesheet approvals; holds and write-off tracking; Accounts Receivable collections oversight; Visa management and reconciliation; bank deposits and imprest reconciliation; tracking of sponsorships and conferences.
• Recruitment Support – Assist with recruitment activities such as setting up onboarding plans, monitoring and following up on launch plans, and tracking business cases, job postings, and confirmed new hires.
• Project Support – Provide support to project authorizations and approvals, follow up with Project Coordinators and Project Leaders, and support VantagePoint reporting, ensuring all quality management processes are in place.
• Other administrative and office support tasks as required.

 

About You

Are you proactive, motivated, and eager to learn new things and provide outstanding service to our internal teams and external clients? Our ideal candidate has 5 – 7 years of experience in an administrative or coordinator capacity or equivalent education/experience in Business Administration or a related field. Experience in a professional services firm would be considered an asset. The core skills that will help you succeed here include:

• High Quality and Detail Oriented – You take personal pride in delivering outstanding quality work for project leaders and team members. You follow accounting and administrative processes accurately and meet business deadlines.
• Collaborative – You encourage cooperation, collaboration, and partnerships.  You build positive relationships, seek to understand with a curious and caring mindset, and can weave the ideas and needs of team members into a cohesive plan.
• Service Mindset – You value and deliver high-quality, innovative service to all colleagues, clients, and guests.
• Tactful – You understand the importance of approaching sensitive information with care. You are able to appropriately and maturely handle tasks involving branch finances and recruitment information.
• Flexible and Adaptable – You embrace the ambiguity of “…other duties as assigned” and demonstrate a creative and positive approach to problem solving and are not rattled by interruption or changes in plans.
• Energized – You are personable and consistently demonstrate an approachable and inviting attitude and handle demanding workloads, competing demands, distractions, and interruptions with professionalism and ease.  
• Critical Thinker – You analyze information objectively and make informed decisions. You consider diverse perspectives and effectively solve complex problems through logical reasoning.
• Technically Proficient – You accurately follow accounting and administrative processes and meet business deadlines. You have experience with all Microsoft Office programs, with sophisticated knowledge of Word and Excel.

About Us

Urban Systems is a Canadian employee-owned interdisciplinary community consulting firm. We are united in our mission to transform communities everywhere into vibrant places where people want to live today, tomorrow, and forever.

At Urban Systems, vibrant communities are everything—including our own work community. Since 1975, we have grown to more than 700 people with 18 offices across Canada. Every day, our purpose-driven team works closely with our clients and their communities to deliver impactful work. We are proud to work with diverse clients, including Indigenous communities, all levels of government, commercial and residential land developers, and the natural resource sector.

We care for our communities and for our people. It’s our differences that make us exciting, and our shared belief in Urban Systems that binds us together. We’re searching for the creative and passionate and the curious and courageous to join us in creating meaningful and generational change in communities.

 
Our Commitment to You

Are you looking for opportunities to participate in challenging projects and work with multiple teams? Join a diverse and supportive group of professionals at Urban Systems and take part in impactful work building vibrant communities across Canada. Here’s what you can expect as a team member at Urban Systems:

• Competitive Compensation and Benefits. You’ll receive competitive compensation, extended health, dental, vision care coverage, and more. This position will have a salary range of $58,000.00 - $74,000.00 per year based on a 40-hour work week. The range is negotiable based on your skillset and experience.
• Paid Time Off. We encourage all team members to take time off to recharge. Enjoy 3 weeks of paid vacation to start, in addition to statutory days off throughout the year.
• Learn and grow. Your professional growth & development is supported here. You are encouraged to take initiative and shape your career through coaching, in-house learning, technical courses, and more.
• Work with Interdisciplinary Teams. Amazing things happen when you mix creativity, curiosity, teamwork, and a strong desire to collaborate and innovate. You will be part of diverse, interdisciplinary teams to deliver important projects for our clients and their communities.
• Flexible Hours & Work Environment. You have a life outside of work. We offer flexibility in your work schedule and work environment to help you do your best work and meet your commitments.
• Saving for the Future. To help you achieve your long-term retirement goals, we offer a Long-Term Matching Program that matches your contributions to an RRSP or TFSA.
• Support through Transitions. You will be supported through life’s moments and transitions, big or small, including generous top-up for parental leave.
• Create Lasting Community Impact. 98% of Urban Systems employees believe that the work we do is important. Join a team of like-minded leaders and work together to bring impactful community projects to life!

How to Apply

If this describes your background, skills and attributes, please visit our website for more information and submit your resume and cover letter. If it doesn’t describe you exactly, but you feel you are well suited to this opportunity, we encourage you to apply.

Urban Systems is an equal opportunity employer. We strive to create an inclusive culture for all employees. Our clients come from all walks of life, and so do you. We believe that diversity and unity amongst our teams leads to building vibrant communities.

Deadline for applications: Monday, October 7, 2024, at 9:00 am MDT