Overview

Our client, PetroChina International Canada Trading ("PCIC" or the "Company") is part of the PetroChina family, based in China. PetroChina is one of the world's largest integrated, global oil and gas companies. PCIC, based in Calgary with over 60 staff, engages in crude oil, natural gas and NGLs/products business activities in Canada and elsewhere in North America, in coordination with its parent company PetroChina International (America) Inc., based in Houston, Texas. A substantial portion of PCIC's operations involves trading energy commodities in both physical and financial markets. Operating within an international business environment, PCIC maintains strong Canada-China relationships and partnerships. Cross-cultural understanding and communication are therefore highly valued, particularly for roles that interact with leadership, partners, and community organizations.

Responsibilities:

We are seeking a proactive, highly organized Executive Assistant & Receptionist to support management and help ensure the smooth day-to-day operations of our Calgary office.

As the first point of contact for visitors and callers, this role plays an important part in maintaining a welcoming and professional environment while also providing administrative and project support across the organization. The ideal candidate is a forward-thinker who anticipates the needs of management and leadership, manages multiple priorities, and takes initiative to keep the office running efficiently. Specific duties include:

• Provide administrative support to management and leadership, including calendar management, meeting coordination, and travel arrangements
• Anticipate needs and think ahead to support leadership schedules, priorities, and deadlines
• Greet visitors and manage incoming calls, ensuring a professional front-office experience
• Coordinate meetings, boardrooms, and office logistics
• Assist with administrative projects and office operations as required
• Proactively plan and maintain an annual calendar of internal and external events, identifying opportunities for PCIC to engage in Chinese, Canadian, and cross-cultural experiences and partnerships within the Calgary community
• Support internal events and the Social Committee with employee activities and celebrations
• Maintain organized files, documents, and office systems
• Manage office supplies, mail, and courier services, including office drinks and snacks
• Handle sensitive information with discretion and professionalism

Requirements:

• 3+ years of experience in an Executive Assistant, Administrative, or Reception role
• Post-secondary education or a university degree is considered an asset
• Experience utilizing AI tools and programs to enhance efficiency and performance
• Bilingual (English and Mandarin) is an asset
• Strong organizational skills with the ability to manage multiple priorities
• Excellent communication and interpersonal skills
• Proactive mindset with the ability to anticipate needs and solve problems
• High attention to detail and reliability
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• A self-starter who thinks ahead, anticipates leadership needs, stays organized in a fast-paced environment, and contributes positively to office culture.