Job Description

Administrative Assistant - Dakota Analytics

Reports to: Managing Partner

Type: Full-Time

Location: Hybrid-Calgary Office

Overview

The Administrative Assistant is a critical operational role at Dakota. This person ensures the business runs smoothly through full-cycle recruitment, office operations, vendor management, and executive support tasks. They are the connective glue across finance, HR, leadership, and client-facing teams--helping Dakota deliver reliability and consistency while enabling the rest of the company to focus on client delivery and revenue generation.

This role requires exceptional organizational skills, high attention to detail, strong communication, and the ability to manage a large volume of recurring processes with consistency and accuracy.

Key Responsibilities

1. Operations & Administrative Support

Maintain Replicon project setups, including new client/project creation and employee assignments. Manage company inboxes and ensure accurate filing, documentation, and record organization. Support office operations through supply ordering, restocking, tidying shared spaces, and maintaining a productive office environment.
3. Recruiting & Onboarding Coordination

Source, screen, and organize candidate pipelines across junior, intermediate, and senior roles. Coordinate interview scheduling, candidate communication, and documentation handling. Support new hire onboarding by assisting with documentation, system access, and orientation logistics.
4. People, Culture & Event Coordination

Assist in planning and executing company social events, including vendor sourcing, catering coordination, and logistics management. Manage company programs such as Flames tickets, polls, and weekly allocations. Support internal communication and culture initiatives where needed.
5. Client & Project Support

Prepare and maintain Statements of Work (SOWs), including staff augmentation and templated project SOW updates. Update business development trackers, calendars, and project records to support sales and delivery teams.
6. Marketing, Design & Brand Support

Create slide decks, meeting materials, and Canva designs for internal and client-facing use. Support merchandising initiatives by researching vendors and coordinating branded materials.
7. General Support Across Business Functions

Assist leadership and project teams with ad hoc administrative tasks. Maintain organized digital and physical filing systems. Uphold Dakota's operational standards through consistent follow-through, accuracy, and proactive communication.
Dependent on Candidate

1. Finance & Billing Administration

Oversee weekly timesheet governance, including review, approvals, and staff follow-up. Assist with monthly invoicing cycles, ensuring accurate reporting, invoice creation, and client submissions. Support accounts receivable functions, including aging reports and client follow-ups. Manage expense reports by validating submissions, resolving discrepancies, and preparing monthly reports. Complete weekly cheque deposits, mail pickup, and update financial transaction logs. Maintain accuracy of credit card reconciliation processes and support biweekly transaction documentation.
Ideal Candidate Profile

Essential Skills

Extremely strong organizational skills and time management. High attention to detail; zero-defect mindset on financial admin. Comfortable managing large volumes of recurring tasks. Clear written communication and professional follow-up tone. Ability to coordinate across multiple stakeholders. Strong proficiency with: Microsoft Office Replicon - Time + Project Tracking + Workforce Management Software (or willingness to learn) QuickBooks (asset) Canva (asset)
Preferred Experience

2+ years in administrative support, operations, or finance support roles. Experience in a consulting or professional services environment. Recruiting coordination experience is an asset. Vendor management and event coordination experience.
Personality Fit

Reliable, consistent, and proactive. Comfortable with deadlines and accountability. Warm, approachable, and organized--someone people trust. Thrives in a fast-paced environment with shifting priorities.
Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

Dental care Employee assistance program Extended health care On-site gym Paid time off
Ability to commute/relocate:

Calgary, AB T2P 3J4: reliably commute or plan to relocate before starting work (required)
Experience:

Office management: 3 years (required)
Language:

English (required)
Location:

Calgary, AB T2P 3J4 (required)
Work Location: Hybrid remote in Calgary, AB T2P 3J4