Administrative Assistant

49North is a Canadian defence company delivering secure, multi-domain C4ISR capabilities that provide decision advantage in complex and contested environments. A wholly-owned subsidiary of MDA Space, building on more than five decades of trusted Canadian defence delivery, 49North operates as a sovereign Canadian provider of mission-critical C4ISR systems, bringing disciplined prime-contractor execution to defence and security programs.

Visit 49North | An MDA Space Company.

49North is rooted in the execution of large, complex, and mission-critical programs developed within 49NORTH. This legacy reflects a record of delivery where engineering rigour, operational reliability, and national trust are non-negotiable.

49North Defence strengthens Canada’s sovereign defence capability by delivering integrated mission systems and multi-domain C4ISR integration, enabling trusted Canadian and coalition operations, assured interoperability, and sustained readiness.

Job description

We’re on the hunt for an Administrative Assistant in our 49North Richmond, BC office.

A professional Administrative Assistant with excellent customer relations and communication skills provides exceptional administrative support to our teams. In this role you will assist the team with the day-to-day activities, including business and customer contacts. The Administrative Assistant must be highly organized and able to multi-task and meet tight timelines. In a ‘people-oriented’ position like this, flexibility, organization and preparation (as much as possible) are vital. There is no typical day.

Desired attributes: being highly organized, flexible, ability & desire to learn, motivated, energetic, resourceful, excellent verbal and written communication skills, and trustworthy.

Responsibilities:

• Proactively manages the appointments and other time commitments of 49North Leadership using MS Outlook, with attention to urgency, nature of requests and time constraints.
• Records meeting minutes and tracks actions from meetings.
• Assists in coordinating the logistics for Leadership’s customer/business visits (e.g. catering, room bookings, dinner reservations, etc.).
• Maintains management & proposal files at the direction of Sr. Admin or leadership.
• Coordinates basic computing & software needs for supported departments.
• Arranges for and conducts new employee on-boarding (e.g. equipment/ access requests and office allocation).
• Coordinates travel arrangements (e.g. flight, accommodations, ground transport) working with travel partners.
• • Business visits including domestic and international travel
  • Conference registration & related travel arrangements
• Prepares expense claims and facilitates approval workflows.
• Organizes team events including business offsite meetings, retirement celebrations, etc.
• Orders and distributes SWAG, awards (e.g. Length-of-Service), etc.
• Maintains team travel and vacation calendars, as applicable.
• Opens and distributes daily mail received for Leadership.
• Answers and screens Leadership’s telephone calls, directing and answering inquiries as appropriate.
• Drafts correspondence as applicable.
• Facilitates cross-departmental workflows (i.e. reviews and approvals).
• Reviews letters and presentations in accordance with relevant guidelines.
• Attends all Admin meetings and team meetings as required
• Liaises with other company departments (e.g. Marketing, Purchasing, Accounting etc.)
• Provides limited data management assistance within a SharePoint environment.
• Assists travelling employees as they conduct business abroad, e.g. keeping travel profiles current, coordinating changes in travel arrangements.
• Follows MDA Space (49North) company policies, procedures, and best practices as applicable.
• Assists Project Teams with miscellaneous tasks as required.
• Assists Department Accountants as required.
• Shows commitment to ongoing learning and professional development.
• Applies sound financial principles in the prudent use of the resources available.
• Demonstrates initiative and ingenuity with a strong commitment to contributing meaningfully within a team environment.
• Performs other duties as assigned or required by Leadership.

Requirements:

• Minimum 3 years office experience providing administrative support.
• Strong in the use of MS Office/365 suite of applications (Word, Excel, PowerPoint, etc.)
• Proven organizational skills.
• Proven ability to work with little or no supervision, to work independently and to resolve administrative issues/problems as they arise.
• Ability to work under pressure, to handle interruptions.
• Proven ability to prioritize workload and find a way to handle multiple simultaneous demands through to completion, with minimal direction or supervision.
• Ability to maintain the confidentiality of highly sensitive information using excellent judgement, diplomacy, and discretion.
• Significant experience with the following is considered an asset:
• • Salesforce data entry and records maintenance
  • SharePoint administration and records maintenance
• Flexibility to meet and adapt to changes in organizational priorities.
• Ability to communicate effectively both verbally and in writing.
• Ability to work the required hours /week: 40
• Available to work extra hours on short notice.
• Proficient in the English language.

We’re a dream team of purpose-driven, collaborative and passionate people, and we are constantly looking for others to join 49North to ignite new and innovative approaches to problem-solving that push us forward.

Comments/Special Considerations:

Successful candidates must obtain and hold security clearance at the Reliability level, and pass security assessment for the Controlled Goods Program (CGP). 

Benefits include disability income protection, life insurance, group retirement savings plans; and an employee and family assistance program.

Equal opportunity statement:

49North is an equal opportunity employer prizing diversity and inclusion. We are committed to treating all employees and applicants for employment with respect and dignity. If you require assistance and/or reasonable accommodation due to a disability during the application or the recruiting process, please feel free to notify us.

Accommodations

49North is proud to provide accommodation(s) during the recruitment process. Should you require any accommodations, please indicate this on your application/cover letter and we will work with you to meet your accessibility needs.

The compensation range for this position is $51,200.00 - $70,400.00 annually. The specific compensation offered will be based on the qualifications and experience of the successful candidate.

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