Administrative Assistant and Department Coordinator

Posting Date: 13 February 2020

Location: Victoria, CA, V8Z 0B9

Company: Babcock

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Underpinned by a deep understanding of technology integration, asset management, and specialist training, Babcock International works with customers around the world to improve the capability, reliability and availability of their most critical assets within the key market sectors of Marine, Land, Aviation, and Nuclear.


In Canada, Babcock is best known for our work in the Marine sector; providing critical and complex support to Canada’s submarine fleet. We are now expanding our Canadian business into the Aviation sector by providing Aerial Emergency Services to the Province of Manitoba.


Our business relies on our people delivering their best day in and day out. As individuals, we all make a difference to our colleagues, our customers and others who we interact with on a daily basis.  Collectively at Babcock, our employees exude the ‘Being Babcock’ principles that help make us great at what we do:


  • Always strive to deliver
  • Build great relationships based on trust
  • Safeguard customers’ reputations
  • Never compromise on health and safety
  • Challenge ourselves and each other
  • Respect people and value their diversity
  • Thrive on complexity
  • Trust our people to deliver


In this role, you will:


  • Report to the Director, Business Management 
  • Be accountable for providing a full range of administrative support services including:
    • Manage emails, appointments, travel arrangements, and expense claims;
    • Maintain to do lists, support follow up with staff and material collation;
    • Support divisional activities
    • Track and coordinate departmental budgets
    • Coordinate meetings including drafting agendas, preparing and distributing meeting materials, minute-taking, post-meeting support, and visitor coordination;
    • In an administrative function, support the coordination of a variety of departmental initiatives, including tracking and following up on timelines and deliverables.
    • Research and produce reports, presentations, speaking notes, and ad-hoc project work, as required;
    • Plan and facilitate events as required;
    • Manage documentation and records including electronic and hard copy filing, archiving;
    • Ensure consistent adherence to office administration policies and procedures.
    • Provide Reception coverage as required;
    • Complete other duties as necessary 



As our ideal candidate,


  • You have a minimum 2 years’ experience in public or private administration, or equivalent;
  • You hold a minimum of a Post-secondary education in relevant field;
  • You have detailed knowledge of Microsoft Office Application software including MS Outlook, Word, Excel, PowerPoint, OneNote, SharePoint and database software; knowledge of Visio an asset;
  • You demonstrate good judgement, and strong ability to maintain confidentiality and discretion;
  • You are able to work effectively both within a team and independently; to use one’s own initiative, delegating work as required;
  • You are able to prioritize according to the business needs; multi-task and remain focused, calm, and professional under pressure; a flexible, adaptable approach to work;
  • You have excellent organizational and time management skills; great attention to detail and accuracy;
  • You have excellent verbal and written communication skills (in English); are able to prepare concise reports and minutes;
  • You have excellent stakeholder management skills;
  • You are eligible for Canadian Secret Security and Controlled Goods Clearances.


Applicants, please apply online through our LinkedIn posting or through our website at

Given our commitment to employee development across the board, employees enjoy a long and satisfying career at Babcock in an environment that values their contributions, rewards them properly, and is committed to their safety and wellbeing.  Employee benefits may include but are not limited to:

  • Relocation assistance for individuals and families
  • Pregnancy and Parental Leave top-up available
  • Company sponsored continuing education
  • Employee recognition and bonus programs
  • Reimbursement of annual professional membership dues
  • Health and Wellness Program
  • Comprehensive health and dental benefits
  • Employer matching of employee retirement contributions
  • Paid vacation that increases with years of service

Babcock is committed to promoting employee equity and building a skilled, diverse workforce reflective of Canadian society. If you require accommodation during any stage of our recruitment process, please let us know how we can assist you.


We welcome your interest in joining the Babcock family.


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