Administrative Assistant

General Dynamics Mission Systems–Canada; Calgary; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

A leading defense contractor in Calgary is seeking an experienced Administrative Assistant to provide vital support to the Land team. You will coordinate travel and expense logistics, organize team operations, and maintain documentation. The ideal candidate has a diploma in Business Administration and over three years of experience in a similar role, demonstrating strong organizational skills and proficiency in Microsoft Office applications.

Benefits

Flexible work environment

Professional development opportunities

Health and dental benefits

Qualifications

• 3+ years’ experience as an Administrative Assistant supporting management.
• Effective at communicating with team members and customers.
• Demonstrates flexibility in completing a wide range of tasks.

Responsibilities

• Coordinate travel logistics and manage expense reports.
• Provide day-to-day administration for the team.
• Support the development and maintenance of SharePoint sites.

Skills

Communication

Organizational skills

Attention to detail

Professionalism

Writing/editing skills

Education

College diploma/certificate in Business Administration

Tools

Microsoft Office (Excel, Word, PowerPoint, etc.)

SharePoint

Job description

Overview

At General Dynamics Mission Systems–Canada, our focus extends beyond engineering technology solutions—we are dedicated to cultivating careers. If you seek a purpose-driven career solving some of the world’s most critical problems, alongside some of the brightest engineering minds, your application is welcome. Join a community where your unique perspective propels innovation.

Why Join Us?

• Flexible Work Environment: On-site and Hybrid positions are available, depending on the role. We offer a variety of options for your work schedule, including compressed work weeks, flexible start times, and shutdown periods.
• Professional Development: Resources and support to develop your professional toolkit, including regular progress reviews, educational assistance, professional designations and certification support, training, and more.
• Total Rewards: Health, dental, and beyond. Early access to a pension plan with various perks to acknowledge your contributions to the organization.

Job Description

We are looking for a proactive, detail-oriented Administrative Assistant to keep our day-to-day operations running smoothly. In this role, you’ll support the Land team across multiple locations, ensuring effective coordination and contributing to mission-critical defence projects.

Travel & Expense Coordination

• Coordinate travel logistics, bookings, and immigration requirements.
• Manage expense reports, ensure compliance with Treasury Board guidelines, and compile reports for invoicing.
• Maintain procurement card purchases and records.

Reporting & Documentation

• Export, format, and compile travel and expense data for invoicing.
• Prepare documentation including Visit Clearance Requests (VCRs), Access Area Requests (AARs), Gift Hospitality Requests (GHRs), International Travel Checklists (ITCs), and bi-weekly business reports.
• Support tracking and management of Intellectual Property.

Administrative & Team Support

• Provide day-to-day administration for the Land & Joint Systems (LJS) team.
• Organize calendars, meetings, and documentation for departmental managers.
• Book conference rooms, arrange catering, and coordinate room setup.
• Order and maintain office supplies.
• Support team communications and organize group/social events within budget.
• Assist with onboarding, orientation, office moves, and IT/PEM coordination.

Data & System Support

• Submit onboarding and access requests for customer/contractor systems.
• Manage program mailing distribution lists.
• Provide data entry and updates across multiple systems, including SharePoint.
• Support the development and maintenance of departmental SharePoint sites.
• Participate in meetings, take minutes, and follow up on action items.

Qualifications

• Equivalent to a College diploma/certificate in Business Administration.
• 3+ years’ experience as an Administrative Assistant supporting management.
• Familiarity with Canadian Treasury Board National Joint Council Directives will be considered an asset
• Effective at communicating with team members, and internal/external customers
• Demonstrates a high degree of professionalism and confidentiality
• Demonstrates flexibility to completing a wide range of tasks varying in complexity
• Organizational skills and attention to detail
• Writing/editing skills (to assist with communications, presentations and documentation).
• Proficiency in all Microsoft Office applications (Excel, Visio, Word, PowerPoint, Project, InfoPath)
• Experience in the use of databases including SharePoint
• The ability to establish and define priorities between various managers

Security & Eligibility

It is a requirement that General Dynamics Mission Systems-Canada be registered with the Canadian Controlled Goods program and that all of its workforce be security assessed. Successful applicants must meet all applicable security requirements, including the ability to obtain and maintain a Canadian government security clearance. Applicants may be required to meet additional security requirements in order to gain access to technical data, classified areas or information that is subject to international regulations. You must be eligible to work in Canada.

Additional Information

We believe the unique contributions of each of our colleagues are key in our ability to drive innovation. By fostering a culture of belonging, encouraging idea sharing at all levels, and reinforcing the very real impact of what we do, we offer an environment where everyone can take pride in their work. If you require accommodation during any stage of the application process, please contact Human Resources via [e-mail].