Administrative Assistant

Administrative Assistant role at Defence Construction Canada.Key DetailsLocation: downtown OttawaSalary: $58,544 - $76,106Employment status: ContinuingSecurity level: SecretLanguage requirement: Bilingual preferredClosing date: 02/12/2025Country: CanadaRole SummaryAs the lead administrator for the National Services Region (newly established in the Nation's Capital), the Administrative Assistant coordinates support services to Site Managers, Regional Operations Managers, program leaders, and regional service line leaders. This position acts as an administrative technical specialist, oversees other administrative staff, performs high‑quality administrative activities, manages data entry, documentation, human resources documentation, and provides guidance to the business unit.Key ResponsibilitiesCoordinate and provide administrative support to Site Manager, Regional Operations Manager(s), program leaders and regional service line leaders.Orient and provide guidance to other administrative assistants to ensure consistency of business unit or service line requirements.Proofread, review and validate documents prior to manager signature.Carry out quality control of data entry (e.g., monthly expenses, time‑entry reporting, accounts payable, service billing).Generate tracking tools and gather data for manager to meet reporting requirements.Track budgets for Service Level Agreements and training and development.Generate, analyse, and ensure quality and accuracy of data presented to managers (time sheets, financial reports, performance indicators, HR reports).Enter data related to service line transactions and activities in ERP system (budget tracking, time entry, procurement, contract administration).Take and prepare minutes of monthly meetings.Provide administrative solutions to improve site services.Participate in year‑end activities (prepare year‑end financials, set up files and databases for new fiscal year, archive files).Other duties as assigned.Required Knowledge, Skills & ExperienceCollege diploma in business, office administration or related field with five years’ relevant experience, or equivalent.Knowledge of administrative best practices, accounting principles, records management.Intermediate MS Office expertise.Use of applicable computer software and operating systems.Ability to manage multiple deadlines and priorities.Demonstrated attention to detail.Experience in basic accounting or general accounting courses (preferred).Security ClearanceMinimum Reliability security status clearance is required; some roles may require Secret clearance. Defence Construction Canada is responsible for the Personnel Security Clearance process. Candidates must hold or be able to obtain the required clearance.BenefitsDefence Construction Canada offers a benefits package valuable 25–30 % of salary, including:Health and Wellness: 100 % employer‑paid annual sick leave, health and dental premiums, $400 wellness allowance, $1,500 mental health services (additional to regular coverage), Telus Virtual Health Care, $750 Health Care Spending Account.Home and Family: Life, accidental‑death, short‑term disability insurance; enhanced inConfidence employee and family assistance program; maternity and parental leave top‑up plan to 93 % of regular gross earnings for up to 37 weeks; flexible workplace options and $400 allowance every two years.Leave and Retirement: Public‑service pension; comprehensive vacation and paid‑leave plans; deluxe travel benefit plans.Diversity & InclusionBe part of a diverse and inclusive workplace We actively encourage applications from women, Indigenous Peoples, persons with disabilities, visible minorities, LGBTQ2+ community members, and those who are not Canadian citizens but are eligible to work in Canada with at least five years of verifiable background information.Additional InformationReferences increase your chances of interviewing at Defence Construction Canada by 2x. #J-18808-Ljbffr