Administrative Specialist

About Us:

The Brenda Strafford Foundation (BSF) is a charitable organization that currently owns and operates five Aging Care & Senior Living communities in Calgary, AB, and Okotoks, AB. We take pride in providing a safe, caring, and comfortable home environment that caters to the complex needs of our senior residents and families.

Locally, in Calgary, BSF also operates Alberta’s largest second-stage shelter providing safe shelter and comprehensive support services to women and children leaving abuse and violence.

Our team members not only have the right skills and knowledge for the job – they are also passionate about the mission, vision, and values of BSF!

Team members embody our values:

• We put people at the centre of everything we do
• We boldly pursue quality and innovation with pride and enthusiasm
• We believe in engagement with all stakeholders and respect every voice
• We act with compassion, empathy and understanding 

The BSF Way:

Putting people first is a way of life at BSF. It's in our values and it's central to the way we do things. We believe in a person-centered approach to our care, services, and environment. By responding to the individual needs of those we serve, we can all play an important role in optimizing well-being and enriching lives... one person at a time.

Through the BSF Way, we uphold our 8 Commitments to:

• Get to know what makes a person unique
• Enable and respect choices
• Champion everyone's abilities, interests and aspirations
• Deliver "wow" service
• Do little things that can make a big difference
• Be the reason someone smiles
• Make people feel at home
• Be present in the moment

The Role:

The Administrative Specialist provides integrated administrative support to two BSF Vice Presidents, and operational administrative support for two side by side office suites. This role is responsible for ensuring the efficient day-to-day functioning of the offices while supporting leadership through scheduling, correspondence, meeting coordination, document preparation, information management, and administrative project support.

Working closely with the Vice Presidents and the Senior Executive Assistant to the President & CEO, this position requires strong organizational skills, sound judgement, initiative, and the ability to manage competing priorities independently. The Administrative Specialist serves as a key resource in maintaining organized, professional, and well-prepared office environments that support employees, visitors, leadership, and organizational operations.

KEY RESPONSIBILITIES       

• Provide administrative support to two Vice Presidents, including calendar management, scheduling, meeting coordination, travel arrangements, drafting and copy-editing correspondence, preparation of presentations and reports, agenda development, and meeting follow up.
• Facilitate the flow of information between leadership, teams, vendors, and external stakeholders to support effective communication and operational efficiency. This includes but is not limited too; supporting project and initiative coordination; building and maintaining contact and distribution lists; compiling reports and summaries; and conducting basic research as required.
• Support finance functions including accounts payable entry, invoice coding and documentation, payment preparation support, vendor record maintenance, expense documentation, basic reconciliations, and follow-up on approvals or missing information.
• Serve as the primary point of contact for office visitors, guests, vendors, and other stakeholders while maintaining a professional and welcoming office environment.  
• Coordinate office operations across multiple office locations, ensuring workspaces remain organized, presentable, adequately equipped, and ready to support daily business operations.
• Manage procurement, inventory, and replenishment of office supplies, kitchen supplies, meeting materials, and other operational resources while maintaining appropriate stock levels and cost-effective purchasing practices.
• Coordinate boardroom, meeting room, and office readiness including room setup, catering, refreshments, meeting materials, and logistical support for meetings and events.
• Monitor office functionality and proactively identify operational needs, service gaps, maintenance concerns, equipment requirements, or resource shortages and coordinate appropriate follow-up.
• Liaise with vendors, service providers, and internal stakeholders to support office operations and administrative requirements.
• Demonstrate initiative and independent decision-making in responding to changing priorities, identifying solutions, and resolving routine administrative and operational issues.
• Maintain a strong awareness of organizational priorities while balancing the needs of multiple leaders, departments, projects, and office operations.
• Maintain the highest level of professionalism, discretion, confidentiality, and ethical conduct when handling sensitive information.
• Promote positive working relationships through collaboration, effective communication, flexibility, and respect for diverse perspectives.
• Perform other related duties as assigned.

Why Join Us:

At The Brenda Strafford Foundation, we are more than a workplace—we are a united team. We believe in fostering a culture where you can grow, collaborate, and make a meaningful impact. You'll be part of a team that values empathy, compassion, and innovation.

Who We're Looking For:

Education:

• Grade 12 Diploma or approved equivalent (required)
• Post-secondary certificate or degree in Office Administration, Business Administration, or a related field preferred.

Experience / Skills:

• Exceptional organizational, administrative, and time management skills
• Advanced proficiency in Microsoft Office applications and business technology systems
• Demonstrated ability to manage multiple priorities, competing demands, and shifting deadlines with minimal supervision.
• Strong critical-thinking and problem-solving abilities with a proactive and solution-oriented approach
• Ability to work independently, exercise sound judgment, and make decisions within established authority and guidelines.
• Experience coordinating office operations, procurement, inventory management, vendor relationships, and administrative processes
• Strong interpersonal, written, and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Demonstrated professionalism, reliability, flexibility, and attention to detail.
• Ability to anticipate needs, identify opportunities for improvement, and take initiative to support operational effectiveness.
• Experience coordinating office operations, procurement, inventory management, vendor relationships, and administrative processes
• Ability to perform the physical requirements of the position, including lifting office supplies and supporting meeting and office set-up activities.
• Support office moves, workstation setup, meeting preparation, and the coordination of office deliveries, supplies, and equipment as required.                             

Additional Information:

In accordance with Alberta's Protection for Persons in Care Act, a criminal record check is required for successful candidates.

Diversity and Inclusion:

The Brenda Strafford Foundation is proud to be an equal opportunity employer. We are committed to creating and celebrating an environment of inclusion, diversity, equity, and accessibility for all employees.

Ready to Make a Difference?

If you’re ready to bring your expertise to a place where your work will truly matter, apply today and become a vital part of our compassionate team!

We sincerely thank everyone for their interest in this opportunity. Due to the high volume of applicants, only those advancing to the next stage will be contacted.