Administrative Assistant, Oil & Gas Industry

VTEK Consulting Group Inc. has been a trusted engineering firm in the oil and gas sector for over 20 years. As part of our continued growth, we are seeking a Administrative Assistant in the energy sector. The position is based on site, in Fort Saskatchewan, Alberta. The successful candidate will play a key role in the administrative coordination and smooth daily operation of the project team.

Why Join Us?

• Competitive salary and full benefits package.
• Employer-matched retirement plan.
• Stable schedule, Monday to Friday, 7:30 AM to 4:00 PM.
• Ongoing training and career growth opportunities.
• Collaborative and dynamic work environment.
• Fast-growing company in the energy sector.

Key Responsibilities

• Act as the focal point for the safe and efficient operation of temporary site facilities, ensuring a clean and organized work environment.
• Liaise with the site Real Estate team to secure janitorial services, office furniture, building modifications, supplies, and repairs.
• Maintain effective communication with all team members.
• Coordinate team needs such as PPE, office supplies, and IT equipment.
• Perform a variety of administrative tasks for construction management and support departments.
• Organize and prioritize assignments with strong attention to detail and follow-through.
• Attend meetings and act as scribe, when requested by the Construction Manager.
• Prepare meeting minutes, presentations, reports, and correspondence in a timely manner.
• Coordinate, format, edit, and distribute reports and data.
• Distribute and archive meeting minutes for record keeping.
• Maintain the team calendar and departmental schedule.
• Log and submit overtime requests for team members.
• Manage, operate, and maintain temporary facilities and the vehicle fleet.
• Book meetings, order catering, and coordinate team events, subject to approval.
• Arrange travel for management and team members.
• Submit expense reports on behalf of managers.
• Support the setup and upkeep of Information Management tools, keeping documents and data organized and secure.

Qualifications

• High school diploma or equivalent; post-secondary education in business administration or project management is an asset.
• Minimum 2 years of administrative experience in a project-based or industrial environment.
• Demonstrated ability to manage multiple priorities in a fast-paced, dynamic project setting.
• Strong interpersonal and communication skills, with the ability to work effectively across diverse teams and stakeholders.
• Self-motivated, proactive, and results-oriented, with a high level of professionalism.
• Capable of working independently while contributing positively to a collaborative team environment.
• Excellent organizational and time management skills, with a focus on accuracy and attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote, Visio); experience with Teams and SharePoint is essential.
• Familiarity with Microsoft Power Platform tools (Power Automate, Power Apps, Power BI) is an asset.
• Strong presentation and documentation skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Customer service mindset focuses on supporting project team needs efficiently.
• Physically able to perform light to moderate lifting and work a full shift (10 hours) in a mixed indoor and outdoor environment.
• Comfortably using standard office and field communication equipment (computers, phones, photocopiers, radios).

Reporting Line

This role reports directly to the client's Construction Manager and is operationally accountable to the broader Site Project Leadership Team. The incumbent will liaise regularly with all members of the leadership team to ensure alignment and support across project functions.

Primary Work Schedule

Monday to Friday, from 7:30 AM to 4:00 PM.

About VTEK

A leader in engineering, procurement, and construction management (EPCM), VTEK delivers safe and sustainable solutions for the refining, petrochemical, mining, agrifood, and biofuel industries.

www.vtek.ca