Administrative Assistant

Defence Construction Canada

11d•Hybrid

About The Position

The Administrative Assistant, as the lead administrator for the business unit or service line, coordinates and provides a range of administrative support services to the Site Manager or to the Regional Operations Manager(s), program leaders and regional service line leaders. The incumbent acts as the administrative technical specialist and coordinates the work of other administration staff within the business unit. The incumbent independently carries out administrative activities and provides high-quality, timely, efficient and effective services. The Administrative Assistant enters and reports data and carries out documents and records management. The incumbent coordinates the preparation of human resources documentation and provides functional guidance to other administrative staff in the business unit.

Requirements

Administrative best practices
Accounting principles
Intermediate MS Office expertise
Records management
College diploma in business or office administration or related field with five years’ relevant experience, or the equivalent
Use applicable computer software and operating systems
Manage multiple deadlines and priorities
Demonstrate attention to detail

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

Excellent opportunities for growth and advancement
One of the job market’s best benefits packages valued at between 25 and 30% of your salary
100% employer-paid annual sick leave
100% employer-paid 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
$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