Administrative Assistant - Information Technology

Administrative Assistant - Information Technology

AltaGas is an energy infrastructure business with a focus on natural gas, power and regulated utilities. We create value by acquiring, growing and optimizing energy infrastructure, which includes renewable energy sources. Over the past 18 years we have built a portfolio of assets and created dynamic teams to support our future growth.

Reporting directly to the Director IT, the Administrative Assistant – Information Technology enhances the effectiveness of the IT Department by providing professional, efficient and effective administrative, secretarial and time management support to the Leadership team, preparing research and processing relevant documentation from all Information Technology areas to meet regulatory and compliance requirements. This role also ensures effective communications and promotion of team dynamics by being viewed as an “advocate” for teamwork within and on behalf of the IT Department.

Responsibilities for the position include, but are not limited to the following:

  • Exercise excellent professional judgment and maintain confidentiality at all times
  • Liaise with various external parties on behalf of the Director, serves as an important reference point/customer service contact for current and future vendors, internal and external clients and other stakeholders as needed
  • Co-ordinate with Purchasing and Legal Groups all requirements for Software, Hardware, Consulting and Vendor Agreements
  • Provide administrative and related support functions for a variety of meetings, produce and/or coordinate the preparation, printing and distribution of meeting materials and documents; draft and distribute agendas. Participate in management team meetings and prepare reports and minutes accordingly
  • Understand the demands on the time of the Director, and where appropriate, act as the "gatekeeper", using judgment to organize calendars to ensure that time is allocated to the most appropriate scheduled events or meetings
  • Co-ordinate meetings for the IT Management team to minimize overbooking while focusing on Customer Service
  • Manage the itineraries and make travel and hotel arrangements for members of the Leadership team, welcome and greet guests and clients, in person or on the telephone
  • Manage various files on behalf of the Management team; organize and maintain electronic/paper information filing/retrieval system, including contracts, legal, audit and financing documents, in a timely and efficient manner
  • Prepare monthly analysis of G&A; understand and utilize existing accounting and reporting system, maintain accounting records for tracking G&A expenses
  • Review, code, scan and follow up for sign off invoices from outside vendors for processing
  • Prepare and submit expense reports and cheque requisitions in a timely manner and in accordance with relevant AltaGas policies
  • Administer Mobile Telecommunications account to ensure that devices and billing are optimized;
  • Coordinate IT Governance and IT Operations Manual updates
  • Coordinate yearly reviews and sign-offs of internal IT controls
  • Facilitate remediation of Audit findings
  • Coordinate Internal and External audits and coordinate supporting documentation and meeting requirements
  • Provide weekly AFE spend reports to Project Managers
  • Coordinate purchases of certain software renewals

Qualifications:

  • High standards of ethics and confidentiality to handle sensitive information
  • Minimum 4 to 6 years of administrative support, preferably with experience in an information technology business environment
  • Advanced computer skills, including Windows, Microsoft Office and Microsoft Project
  • Strong knowledge of administrative process and procedures
  • Knowledge of Qbyte FM would be an asset
  • Knowledge of Mobile telecommunication would be an asset
  • Project management experience would be an asset

Qualified applicants are invited to email their resumes in confidence to the Human Resources Department; careers@altagas.ca.

AltaGas offers a competitive salary and benefits package in addition to opportunities for personal and professional achievement.

We thank all applicants for their interest in our organization, but only those candidates selected for interviews will be contacted.  No agency referrals or telephone inquiries at this time, please.