Scotia Place Project Committee Coordinator

At Calgary Sports and Entertainment Corporation, we deliver excitement. Our mission is to be the heartbeat of our community by creating connections, building champions, and winning, together. If you'd like to join a team that's people-first, diverse, innovative, and energized about delivering extraordinary fan experiences to our guests, then we'd love to sign you to a player's contract!

THE POSITION

This role will assist with the opening of Scotia Place providing high-level administrative support to the Calgary Sports and Entertainment Project Committee. CSEC is seeking a friendly, organized, motivated and detail oriented multi-tasker to lead the general administration for the Project Team and ensure the smooth operation of the office. Responsibilities include coordinating meetings, site tours, greeting visitors, supporting staff with administrative tasks, providing budget support, developing power point presentations, and managing office supplies.

KEY ACCOUNTABILITIES

• Calendar management, booking meetings, and maintaining appointment schedules;
• Develop and maintain a well-organized electronic and/or paper filing system that permits rapid retrieval of information;
• Screen incoming correspondence and preparing draft responses;
• Promptly receive and screen all incoming telephone calls, taking messages as appropriate, and eliciting necessary information to allow timely responses and schedule appointments as required;
• Provide accurate word processing support by composing and/or editing a variety of documents;
  • This may include highly confidential correspondence, memoranda, contracts and proposals and documentation as requested;
• Expense tracking, benefit assistance, travel arrangements and personal requests for the Project Director;
• Provide support for minutes recording, transcribing and distribution;
• Provide support in preparation for an recording of bi-weekly meetings;
• Prepare PowerPoint presentations for the project;
• Liaise with numerous stakeholders with confidence and professionalism;
• Circulate correspondence as required to Project stakeholders;
• Assist with the proper functioning of copy machines, business equipment and IT systems that will be supported by the company's IT department;
• Assist with the proper functioning of food and beverage systems that will be supported by the company's Food Services department. Arrange and order working lunch food and beverage as required;
• Maintain office supply ordering and stock for a busy office environment;
• Liaise with the Project Accountant and facilitate the flow of financial information between same and the Project Director [or others designated] i.e. Invoice approval, budget reviews and other financial instruments;
• Must be able to lift large rolls of drawings of up to 25+ lbs;
• All other duties as assigned.

THE INDIVIDUAL

The ideal candidate must have a minimum of ten years' experience in an administrative position. In addition five years' experience in an administrative role supporting a C-level executive is required. A background or knowledge of construction would be considered an asset. Furthermore the following attributes and skills are required to be successful:

• A positive attitude coupled with strong interpersonal skills;
• The ability and willingness to take on all assignments, large or small are a must;
• Post-secondary education in Business Administration or a combination of education and experience will be considered;
• Proficient in MS Word, MS Excel, MS PowerPoint and MS Outlook, MS Teams, Zoom or other remote conferencing platforms;
• Experience with Project documentation is required, as the Project will be deploying a document control system through the Construction Manager similar to Pro-Core
  • The successful individual will be required to become knowledgeable on the system and download and distribute documents as required

• The ability to work in a high volume environment with competing priorities is a must;

• Strong communication skills and the ability to be flexible with changes in daily routine as required.

The deadline to apply is 3:00PM Friday, October 25th, 2024.