Administrative Assistant

Defence Construction Canada•Kingston, ON

13d•Hybrid

About The Position

The Administrative Assistant serves as the lead administrator for a business unit or service line, providing a range of administrative support services to the Site Manager or Regional Operations Manager(s), program leaders, and regional service line leaders. This role acts as the administrative technical specialist, coordinating the work of other administrative staff within the business unit. The incumbent independently carries out administrative activities, ensuring high-quality, timely, efficient, and effective services. Key responsibilities include data entry and reporting, document and records management, coordinating human resources documentation, and providing functional guidance to other administrative staff.

Requirements

Administrative best practices
Project accounting principles
Intermediate MS Office expertise, with demonstrated advanced skills in MICROSOFT EXCEL (Pivot Tables, V Look-ups, etc.)
Records management
Minimum: college diploma in business or office administration or related field with five years’ relevant experience, or the equivalent

Nice To Haves

General accounting courses and/or basic accounting experience

Responsibilities

Coordinate and provide administrative support to the Site Manager, or the 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. for 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, analyze ensure quality and accuracy of data presented to managers (e.g. time sheets, financial reports, performance indicators, human resources-related reports)
Enter data related to service line transactions and activities in enterprise resource planning system (e.g. 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 (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
Other duties as assigned

Benefits

100% employer-paid annual sick leave, and health and dental premiums
$400 wellness allowance to help cover expenses such as a gym membership
$2,500 for mental health services on top of regular $2,500 paramedical coverage
Telus Virtual Health Care and $750 Health Care Spending Account for some expenses not covered under provincial plans
Life, accidental-death, and 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, including $400 allowance every two years, to support working from home
Public-service pension
Comprehensive vacation and other paid-leave plans, along with deluxe travel benefit plans