Administrative Assistant

Defence Construction Canada; Gander; Hybrid; CAD 52,000 - 67,000; Full time

Benefits offered by this job

100% employer-paid annual sick leave,

health and dental premiums

Wellness allowance $400

Mental health services $2,500

Telus Virtual Health Care

Health Care Spending Account $750

Life, disability insurance

Parental leave top-up to 93%

Flexible workplace options including $

to support working from home

Job summary

Defence Construction Canada is seeking an Administrative Assistant to provide daily administrative and operational support to employees at all levels. The role emphasizes data entry accuracy, documents management, and preparation of HR materials.

You will support new administrative staff, participate in accounts payable, ERP data entry, and budgeting activities, while maintaining quality control and proper coding in financial systems.

Qualifications

• College diploma in business or office administration with three years’ relevant experience.
• Preferred: accounting courses or basic accounting experience.

Responsibilities

• Provide daily administrative and operational support to employees at all levels of the business unit.
• Coordinate and provide administrative support and guidance to new administrative assistants to ensure consistency.
• Carry out quality control of data entry (monthly expenses, timesheet reporting, accounts payable, service billing).
• Enter data related to service line transactions in ERP system (budget tracking, time entry, procurement, contract administration).
• Track budgets for service level agreements and training and development.
• Process accounts payable and vendor payments, ensure proper financial coding and signatures.
• Prepare year-end financials and archive files.

Skills

Administrative best practices

Accounting principles

Intermediate MS Office

Records management

Education

College diploma in business or office administration

Accounting courses or basic accounting experience preferred

Tools

ERP system

Job description

Who Can Apply?

Internal (DCC Employees) and External (General Public)

Salary Range

$51,566 - $67,035

Employment Status

Continuing

Flexible Work Option

Hybrid (3 days/week)

Security Level

Reliability

Language Requirement

English Essential

Closing Date

22/09/2026

Country

Canada

The Administrative Assistant coordinates and carries out administrative activities for employees at all levels of the business unit. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management. The incumbent also coordinates the preparation of human resources documentation.

Key and Periodic Activities

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

Primary

• Provide daily administrative and operational support to employees at all levels of the business unit
• Coordinate and provide administrative support and guidance to new administrative assistants to ensure consistency of business unit or service line requirements
• Carry out quality control of data entry (e.g. monthly expenses, timesheet reporting, accounts payable, service billing)
• Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration)
• Track budgets for service level agreements and training and development
• Process account payables and vendor payments, ensure proper financial coding, obtain delegated signatures and enter data in enterprise resource planning system
• Prepare year-end financials, set up files and databases for new fiscal year, archive files

Other

• Take and prepare minutes of monthly meetings
• Prepare purchase orders (e.g. for office supplies, furniture, service contracts)
• Perform receptionist duties and act as backup for other administrative employees, as required
• Other duties as assigned

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 three 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
• Occasionally coordinate work of other administrative staff in business unit

Working Conditions

• Typical office environment with occasional travel

Check Out Your Benefits

Working with us offers excellent opportunities for growth and advancement—and entitles you to one of the job market’s best benefits packages valued at between 25 and 30% of your salary.

Your Package Includes

Health and Wellness

• 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

Home and Family

• 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

Leave and Retirement

• Public-service pension
• Comprehensive vacation and other paid-leave plans, along with enhanced travel benefits coverage

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

• 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!

Roles at DCC will require security at various levels including Reliability, Secret, Top Secret and for Canadian Eyes Only (proof of Citizenship required). While we welcome applications to our roles who are not Canadian citizens who are eligible to work in Canada and have at least 5 years of verifiable background information, selection will depend on the specific role’s requirements.

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.

DCC’s goal is to provide barrier-free access to employment opportunities and workspaces for employees and candidates. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, accessible meeting rooms or other accommodations), please let us know and we will work with you to meet your needs. Should you require accommodation, please email [e-mail].