Administrative Assistant - Senior

Contract & Grant Coordinator (Administrative Support)Location: Edmonton, AB (Onsite)
Work Schedule: Monday to Friday, 8:15 AM – 4:30 PM (1-hour lunch)
Hours: 36.25 hours/week (7.25 hours/day)
Contract Length: Up to 12 months (extension possible)
Start: TBD
Position OverviewOur client is seeking a Contract & Grant Coordinator to provide administrative support for contract and grant administration, procurement activities, and general office operations. This role requires a highly organized professional who can manage documentation, maintain accurate records, coordinate approvals, and support financial and reporting processes while ensuring compliance with established policies and procedures.
Key Responsibilities

• Prepare, review, track, and maintain contracts, agreements, and related documentation.
• Support procurement processes and contract administration.
• Maintain financial, statistical, and administrative records.
• Track contracts and reports using Microsoft Excel.
• Proofread and format Word documents.
• Coordinate approvals, signatures, and document control.
• Monitor contract deadlines and maintain tracking systems.
• Respond to inquiries from internal and external stakeholders.
• Support invoicing, accounts receivable, reporting, and compliance activities.
• Organize and maintain electronic and paper filing systems.
• Coordinate meetings, prepare agendas, and record meeting minutes.
• Perform general administrative duties including copying, scanning, filing, and records management.
• Assist with departmental projects and continuous improvement initiatives.

Required Qualifications

• High school diploma or equivalent.
• Minimum 3 years of relevant administrative experience in a similar role.
• Minimum 3 years of experience:
  • Proofreading and formatting documents using Microsoft Word.
  • Maintaining paper and electronic filing systems.
  • Using printers, scanners, and photocopiers.
  • Using Microsoft Outlook (email, calendar, and task management).
  • Working with Microsoft Excel for tracking and reporting.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Strong customer service and relationship-building skills.
• Proficiency with Microsoft 365 applications.

Preferred Qualifications

• Post-secondary education in Office Administration or a related field.
• Experience coordinating contract documentation.
• Experience reviewing and validating vendor invoices.
• Experience with Microsoft SharePoint.
• Experience supporting childcare grant funding programs in Alberta.
• Strong meeting coordination and minute-taking experience.

Additional Information

• Fully onsite position in Edmonton.
• Office equipment and workspace provided.
• Criminal record check required prior to start

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