Faculty administrative assistant supporting the University of Alberta’s Education faculty. Coordinating executive support, academic hiring, programs, events, and Dean’s Office projects.
About the role
- Administrative Assistant II coordinating travel, expenses, vendors, and office operations for EnerSys’ industrial stored-energy business in Burnaby. Supporting finance, events, facilities, and cross-functional teams.
Responsibilities
- Coordinate travel arrangements through the corporate travel agency, obtain management approvals, and maintain audit-ready documentation
- Review bi-weekly travel statements and validate accuracy, including Service Request allocations
- Review monthly rental car vendor statements and ensure proper coding and approvals
- Serve as backup for U.S. travel systems, including Concur
- Manage expense processes, including account setup, approvals, and report processing
- Prepare and submit Canadian PCard expense reviews
- Support Product Management, Marketing, and Engineering with documentation and correspondence
- Maintain confidentiality of sensitive business information
- Order office supplies, manage common-area inventory, and coordinate facilities-related needs
- Manage catering, meeting room setup, and shared-space readiness
- Assist in planning and executing company events
- Support front desk operations, visitor management, badge issuance, and emergency contact lists
- Handle deposits, social committee support, and hotel desk coordination
- Support purchase order approvals in Syteline for Field Services, including high-value approvals
- Assist with departmental expense tracking, including engineering materials
- Provide limited Accounts Payable and Accounts Receivable support
- Process new vendor setup requests
- Coordinate with Finance regarding coding, Service Request numbers, and departmental allocations
Requirements
- 3 to 5 years of administrative or operations support experience
- Experience with expense management systems, such as Concur
- Strong organizational and multitasking abilities
- High attention to detail, especially in financial reconciliation and coding
- Proficiency in Microsoft Office, including Excel, Outlook, and Word
- Ability to handle confidential information with discretion
- Strong written and verbal communication skills
- Preferred: experience with ERP or financial systems, such as Syteline or Activeworx
- Preferred: familiarity with corporate travel management processes
- Preferred: experience supporting cross-border U.S./Canada operations
- Preferred: event coordination experience
- Preferred: exposure to procurement and vendor management processes
- Preferred: prior EnerSys experience
Benefits
- Paid holidays per year
- Sick time and vacation time
- Full benefit plan including extended medical, vision and dental
- Life insurance
- Long-term disability
- Salary continuance plan
- Tuition reimbursement plan
- 6% RRSP employer matching program
Job title
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Experience level
Salary
Degree requirement
No Education Requirement
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