Administrative Assistant

The Mustard Seed is a Christian non-profit organization that has been caring for individuals experiencing poverty and homelessness since 1984. We are committed to creating safe supportive and sustainable environments where people can experience hope belonging and transformation.

We are seeking a highly organized and proactive Administrative Assistant to support the Sr. Director Capital Projects and Facilities and the broader Facilities team. This role is key to ensuring smooth operations across multiple sites through effective coordination communication and attention to detail. If you thrive in a fast-paced environment enjoy juggling a variety of tasks and bring strong administrative and project coordination skills wed love to hear from you.

Employment Type: Full Time Fixed term until March 6 2027
Schedule: Monday to Friday 8:00AM to 4:00PM
Reporting to: Sr. Director Capital Projects and Facilities
City: Calgary AB
Number of Positions to Fill: 1
RFR: 1796

DUTIES AND RESPONSIBILITIES

• Provide daily administrative support to the Sr. Director Capital Projects and Facilities and the Facilities team.
• Manage and prioritize the Sr. Directors calendar coordinating appointments setting daily priorities and preparing required documents and meeting materials.
• Support financial tasks for the Facilities team including credit card reconciliations expense reporting and reviewing and processing invoices for accuracy coding and allocation.
• Support building access service requests service tickets booking systems and courier/mail processes.
• Manage the drivers authorization process by ensuring paperwork is complete documentation is accurate and individuals are added to insurance.
• Support budget preparation tracking and variance review.
• Manage and update various facilities asset lists.
• Coordinate travel arrangements and prepare detailed itineraries.
• Oversee bulk ordering of office and operational supplies ensuring timely restocking and cost-effective purchasing.
• Research and evaluate vendors maintain an updated vendor list and support procurement activities.
• Maintain and update filing systems databases spreadsheets and records with accuracy organization and confidentiality.
• Serve as back-up for the Project and Administrative Coordinator to ensure workflow continuity during absences or peak periods.
• Assist in preparing project estimates proposals and capital-focused funding applications that support organizational expansion.
• Track project timelines deliverables and milestones by maintaining organized documentation and following up with stakeholders.
• Assist with proofreading and formatting of estimates proposals reports and correspondence.
• Conduct research and compile information for departmental planning budgeting and project development.
• Assist with submitting tracking and following up on regulatory contractual registration and permitting requirements to ensure compliance and timely renewal.
• Schedule meetings prepare agendas take minutes track action items and distribute relevant materials.
• Support effective cross-departmental communication by responding to inquiries coordinating information flow and fostering collaborative relationships.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS AND SKILLS

• Diploma in Administration or an equivalent combination of education and experience.
• Minimum of two years of progressive administrative experience.
• Experience supporting Facilities construction or project-based environments preferred.
• Understanding of financial processes including budgeting forecasting and variance analysis.
• Strong proficiency with Microsoft Office (Word Outlook SharePoint) and advanced Excel skills.
• High energy and the ability to thrive in a fast-paced high-volume environment.
• Strong organizational time management flexibility and prioritization skills with proven ability to manage multiple competing demands.
• Superior written and verbal communication skills including the ability to prepare professional correspondence and documentation.
• Ability to maintain appropriate interpersonal and professional boundaries.
• Strong interpersonal skills with the ability to work collaboratively across multiple teams and levels of the organization.
• Discretion in handling sensitive information and the ability to maintain confidentiality.
• Ability to work independently while contributing positively to team culture.
• Ability to work occasional extended hours or weekends to support events urgent needs or project deadlines.

WORKING CONDITIONS

• Office environment with extended periods of computer use sitting standing reaching and occasional lifting of up to 20 lbs.
• Frequent coordination with internal departments external vendors and contractors.
• Exposure to a fast-paced and demanding workload requiring strong attention to detail and effective multitasking.
• Ability to work occasional long hours and some weekends in support of events or projects.
• All employees are required to sign an agreement indicating that they will respect and not detract from The Mustard Seeds Statement of Faith.
• This position involves working in a challenging and potentially volatile environment where you may encounter racial slurs name-calling and derogatory comments from community members. It requires resilience conflict resolution skills and the ability to maintain professionalism and composure in the face of adversity. Training and support will be provided to ensure your safety and well-being.

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry we require our employees to agree to respect and not detract from The Mustard Seeds Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer

COMPENSATION & BENEFITS

• The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents and wellness days.

• All The Mustard Seed employees have access to the Employee and Family Assistance Program which provides support for maintaining a healthy work-life balance addressing mental health concerns and focusing on personal development in various areas.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest however only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our Careers page to see more job opportunities.