Administrative Assistant supporting cardiovascular research directors at the University of Alberta. Managing academic documentation, travel, manuscripts, publications, calendars, and medical education events.
About the role
- Administrative Coordinator supporting AOT Technologies’ consulting and low-code government technology products. Coordinating finance, HR, marketing, compliance, office operations, and executive administration.
Responsibilities
- Coordinate calendars, meetings, and travel arrangements for AOT’s staff and leadership
- Serve as the first point of contact for general inquiries by phone and email
- Maintain organized digital and physical filing systems, records, and shared drives
- Oversee device management, including inventory/asset tracking and mobile device management, in coordination with the Compliance team
- Process invoices, expense reports, and purchase orders in coordination with the Finance team
- Assist with onboarding and offboarding logistics, including equipment, accounts, and workspace setup
- Assist with in-person client events, conferences, and meetings, including catering, swag, and logistics
- Prepare documents, reports, presentations, and correspondence
- Coordinate office operations, including incoming mail and deliveries, office supplies and equipment, building management, and janitorial services
- Identify ways to improve administrative processes and documentation
- Take on other administrative projects as needed
Requirements
- 2+ years of experience in an administrative, coordination, office management, or executive support role
- Clear, professional written and verbal communication
- Strong organizational skills and the ability to manage competing priorities across teams
- Comfort with technology and learning new systems quickly
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
- Based in Victoria, BC, and able to work on site at the Victoria office at least two days per week, plus additional days as needed, including for client events and conferences
- Discretion with confidential information
Benefits
- A hybrid role in a remote-first company (minimum of two days per week on site in Victoria, BC + three days per week remote)
- Continuous learning and professional development opportunities
- Flexible schedules and generous paid time off
- Competitive health, dental, and wellness benefits from Day 1
- Employer-sponsored deferred profit-sharing plan
- A collaborative, mission-driven culture where your work matters
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