{"id":4291559,"url":"https://alion.io/job/aplin-executive-assistantoffice-coordinator","title":"Executive Assistant/Office Coordinator","company":{"id":3860801,"name":"Aplin","domain":"aplin.com","url":"https://alion.io/company/aplin","size_band":"51-200","is_staffing_agency":true,"employer_type":"agency","is_intermediary":false,"listed_via":null,"ats_vendor":"Schema","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Calgary, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Copilot","optional":false},{"name":"QuickBooks","optional":false}],"status":"live","first_seen_at":"2026-11-13T22:52:26Z","employer_posted_date":"2026-11-13","last_verified_at":"2026-11-14T14:31:35Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"To Apply for this Job Click Here\nAplin is recruiting for a proactive, tech-savvy Executive Assistant / Office Coordinator to join a professional consulting firm in Calgary.\nThis position will oversee day-to-day office operations while providing administrative and executive support to the firm’s partners. We’re looking for someone who is resourceful, organized, comfortable with new technology, and confident taking ownership of tasks from start to finish.\nThis is a permanent position that will be fully in-office in SE Calgary.\nResponsibilities\nManage front desk operations, including visitors, phones, mail, couriers, and general office administration.\nProvide executive support to partners, including calendar management, meeting coordination, travel arrangements, and occasional personal assistance.\nOversee office supplies, vendors, facilities coordination, and day-to-day office needs.\nCoordinate company events, meetings, and staff functions.\nAssist with preparing, formatting, and organizing engineering proposals, resumes, and project documentation.\nSupport basic marketing and communications activities, including website content updates.\nAssist with invoicing, accounts receivable follow-up, and general accounting administration.\nIdentify opportunities to streamline administrative processes using Microsoft 365, Copilot, AI, and other technology.\nTake ownership of special projects and follow through independently to ensure tasks are completed.\nQualifications\nPrevious experience in an Executive Assistant, Office Coordinator, Office Manager, or similar administrative role.\nAdvanced proficiency with Microsoft 365 and strong skills in document formatting, PDF software, and digital file management.\nExperience with QuickBooks or similar accounting software is an asset.\nComfortable learning new systems and using technology and AI tools to improve efficiency.\nExcellent organizational skills with the ability to manage competing priorities and support multiple stakeholders.\nStrong written and verbal communication skills with exceptional attention to detail.\nExperience in engineering, consulting, or professional services is an asset.\nAt Aplin - together with our brands CompuStaff, Impact Recruitment, and Vantix Systems - we connect great people with great organizations across North America. We believe diverse teams build stronger companies, and we welcome applicants from all backgrounds, experiences, and perspectives. We use AI tools to assist in a fair and efficient matching process, helping our recruiters connect the right people with the right opportunities. To be considered, applicants must be legally entitled to work in Canada, including holding any required permits. Our recruitment services are always free for job seekers. 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