Administrative Assistant

Defence Construction Canada; Courtenay; On-site; CAD 58,000 - 77,000; Full time

Job summary

Defence Construction Canada is seeking an Administrative Assistant to provide key administrative support. This role involves coordinating activities, ensuring data accuracy, and guiding junior staff. The position offers a competitive salary and excellent benefits package, including a pension plan and wellness allowance.

Benefits

Public service pension

100% employer-paid health and dental premiums

$400 Wellness Allowance

$750 Health Care Spending Account

Comprehensive vacation and paid leave plans

Hybrid workplace options

Qualifications

• 5 years’ relevant experience or equivalent.
• Preferred: general accounting courses and/or basic accounting experience.

Responsibilities

• Coordinate and provide administrative support to managers and program leaders.
• Review and validate documents, carry out quality control of data entry.
• Generate tracking tools for managing budgets and reporting requirements.

Skills

Administrative best practices

Accounting principles

Intermediate MS Office expertise

Records management

Education

College diploma in business or office administration

Job description

Who Can Apply?:

Internal (DCC Employees) and External (General Public)

Salary Range

$58,544 - $76,106

Employment Status

Continuing

Term Length

Security Level:

Reliability

Language Requirement

English Essential

Closing Date

07/07/2025

Country

Canada

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.

KEY AND PERIODIC ACTIVITIES

The duties and responsibilities listed below are representative but not all-inclusive:

Primary

• 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)
  
  

Other

• 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
  
  

Skills

General and Specific Knowledge

• Administrative best practices
• Accounting principles
• Intermediate MS Office expertise
• Records management
  
  

Formal Education And/or Certification(s) And Experience

• Minimum: college diploma in business or office administration or related field with five years’ relevant experience, or the equivalent
• Preferred: minimum requirements and general accounting courses and/or basic accounting experience
  
  

Abilities

• Use applicable computer software and operating systems
• Manage multiple deadlines and priorities
• Demonstrate attention to detail
  
  

DEVELOPMENT AND LEADERSHIP

• Provide functional advice and guidance to employees
• Coordinate work of other administrative staff in business unit
  
  

WORKING CONDITIONS

• Typical office environment with occasional travel
  
  

Check Out The Benefits

Working with DCC offers excellent opportunities for growth – and entitles you to one of the job market’s best benefits packages. In your role as an Administrative Assistant, your package is valued at 25% to 30% of your salary.

Your Package Will Include

• Public service pension
• 100% employer-paid annual sick leave, health and dental premiums, and life, accidental death, and short- and long-term disability insurance
• $400 Wellness Allowance (e.g., gym membership)
• $1,500 for mental health services on top of regular $1,500 paramedical coverage
• $750 Health Care Spending Account (for some medical expenses that aren’t covered under provincial plans or our standard insurance plan)
• Telus Virtual Health Care
• Maternity and parental leave top-up plan to 93% of regular gross earnings for a maximum of 37 weeks
• Hybrid workplace options including $400 allowance every two years to support work-from-home options
• Enhanced inConfidence employee and family assistance program
• Deluxe travel benefit plans
• Comprehensive vacation and other paid leave plans
  
  

Comox

Comox is a lovely town located on Vancouver Island’s east coast. It is approximately 3 hours north of the City of Victoria and 1.5 hours north of Nanaimo. Comox Valley has a taste of all British Columbia’s wonders. Whether it is skiing/snowshoeing down Mount Washington ski hill, tubing down Puntledge River, beachcombing at Hornby Island or hiking/biking on Cumberland trails, there is always an outdoor adventure nearby in all seasons. If you need a break from the woods, you can kick-back and enjoy the mountainous scenery and explore the many cute cafes, bakeries, and boutiques that Comox Valley has to offer.

To begin a career with Defence Construction Canada (DCC), you must be a Canadian Citizen or a permanent resident of Canada.As a condition of employment with DCC, a minimum reliability security status clearance is required and some roles may require secret security status clearance.

DCC is responsible for the Personnel Security Clearance process . Typically to be eligible for a "Reliability" clearance, you must have five years of verifiable background information and to be eligible for a "Secret" clearance, you must have 10 years of verifiable background information. The process usually involves reference inquiries, verification of qualifications, criminal records checks, and credit checks (as required) and may require fingerprints. For more information about obtaining a security clearance, please review the Standard on Security Screening .

Required

The appropriate security clearance is a condition of employment and it is the candidate’s or employee’s responsibility to ensure, they are able to obtain and maintain their required security level clearance to begin or continue their employment with DCC.Failure to obtain or maintain, the appropriate level of security clearance means either the candidate or employee will not receive a job offer, the conditional offer will be rendered null and void or their employment will be terminated with cause. A thorough security clearance process will be applied to all candidates or employees considered for an appointment; this process includes inquiries, verifications and assessments regarding matters such as, but not limited to:

• criminal record checks
• reference checks
• previous employment
• open source checks
• credit/financial status
  
  

DCC's Code of Business Conduct (Code) is a condition of employment. It serves to enhance public confidence in the integrity of DCC Employees and provides clarity to Employees on a number of issues, including real or perceived conflicts of interest. Before applying to this (or any) position at DCC, candidates shall familiarize themselves with the Code, because new employees are required to certify that they have read, understood, and agreed to observe the Code upon commencing work at DCC. Employees are further required to review their obligations under the Code and notify the President's Office of any changes in their circumstances at the earliest possible opportunity, and to complete the Annual Update once a year.

Be part of a diverse and inclusive workplace!

At DCC, we are committed to ensuring everyone has a voice and can be their authentic selves in our workplace. We actively encourage applications from all, including but not limited to, women, Indigenous Peoples, persons with disabilities, visible minorities and members of the LGBTQ2+ community. We also welcome applications from those who are not Canadian citizens who are eligible to work in Canada and have at least 5 years of verifiable background information.

DCC is an equal opportunity employer and will consider all requests for accommodation based on a medical contraindication, religion or another prohibited ground for discrimination under the Canadian Human Rights Act. Should you require accommodation, please email [e-mail] .