Administrative Assistant - Operations at Calian in Space & Technology

About Calian

At Calian, we help organizations overcome obstacles, manage risks, and drive progress. Since 1982, we’ve grown from a small consulting firm into a trusted global company across defence, space, health, nuclear energy, public safety, and government.

We create innovative solutions that tackle complex challenges and help organizations and communities stay resilient, informed, and connected. If you’re driven by purpose and energized by solving real-world challenges, we want you on our team.

Job Type: Full Time

On-site | Ottawa, ON

Position Overview

The Administrative Assistant – Operations provides critical day-to-day administrative and operational support within a fast-paced electronics manufacturing environment. This role supports operations leadership and collaborates cross-functionally with production, procurement, supply chain, finance, and quality teams to ensure efficient workflow, accurate reporting, and seamless coordination of operational activities. The position requires strong organizational skills, attention to detail, and proficiency in SAP S/4HANA and Microsoft Office tools.

Responsibilities

• Provide administrative support to the Senior Director of Operations and Plant Manager, including calendar management, meeting coordination, agenda preparation, and minute taking
• Prepare, maintain, and distribute reports using SAP and Excel, including KPIs, production performance metrics, and workflow analysis
• Generate regular operational reports and highlight bottlenecks or trends impacting efficiency
• Support procurement and supply chain activities, including creating and tracking purchase requisitions in SAP
• Assist shipping and receiving teams with administrative tasks as required
• Coordinate internal communications related to production schedules, work orders, and maintenance activities
• Provide support to Fulfillment Administration and Sales Administration functions as needed
• Assist with biweekly timesheet processing for the Operations group
• Support audits, compliance documentation, and quality assurance processes
• Maintain accurate operational records and documentation to ensure audit readiness
• Liaise with cross-functional teams (e.g., Finance) to support departmental administrative needs
• Ensure smooth day-to-day administrative operations across the department

Qualifications

• Post-secondary education in Business Administration, Operations Management, or a related field
• Minimum of 2+ years of administrative experience, preferably in a manufacturing or electronics environment
• Hands-on experience with SAP (production, inventory, purchasing, or operations modules), preferably SAP S/4HANA
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Strong organizational, time management, and multitasking abilities
• Excellent written and verbal communication skills
• High level of accuracy and attention to detail
• Ability to work effectively under pressure and meet tight deadlines
• Demonstrated ability to work collaboratively in a team-oriented environment
• Proactive, adaptable, and flexible approach to work

Preferred

• Familiarity with lean manufacturing or continuous improvement methodologies
• Experience with ISO standards or quality management systems
• Knowledge of electronics components and manufacturing terminology

Compensation

$50,000 – $55,000

Vacancy

We have 1 available position.

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AI Usage Disclosure

At Calian, we do not use Artificial Intelligence (AI) to screen or evaluate candidates. AI tools may support backend administrative tasks, but they do not influence hiring decisions. All evaluations and decisions are made by real people on our recruitment team and hiring managers. All applicants are reviewed and only those chosen for an interview will be contacted by our recruiting team.

How we hire

• Our hiring process is designed to help us get to know you and discover if you are the best fit for our team. It's also an opportunity for you to gauge if a role at Calian is the right fit for you.

Throughout the process, we’ll share details of the kind of work you’ll be doing, the projects you’ll be working on, the team you’ll be joining, and what it’s like working at Calian. Our biggest tip throughout the process is to just be your authentic self!

• Our commitment to diverse, yet highly specialized solutions require many different skills and abilities. We look for the best talent that can contribute to Calian’s success as well as enhance our culture. We encourage you to apply to a role or join our talent community and sign up for job alerts that match your area of expertise and what you are looking for in your next opportunity.

During the recruiting process, you’re encouraged to notify us of any accommodations you may require. We’ll be happy to help.

• We give the same time and consideration to everyone who applies. Here are a few things you can do to ensure your application shines:
• Do your research on Calian, the department, and team you are looking to join
• Add a cover letter that explains why you are a good fit for this position
• Share a portfolio, personal websites, or links to your professional social media
• In your CV, highlight your key achievements - this is your time to brag
• Include dates! Share the timeline of your experience
• Stand out by tailoring your resume to each position you apply to
• Only apply to roles you’re genuinely interested in and that align to your experience
• Be prepared! Do your research on Calian, the department, and team you are looking to join
• View the responsibilities for the role and find examples that demonstrate how you’ve completed these in your previous work experience
• Prepare a list of questions to ask us
• Dress business casual for your interview (virtual and in person)
• We assess your skills and fit, you assess our fit for you
• We keep you updated and share expectations as we make progress in the recruiting cycle
• Feel free to reach out to your Talent Acquisition Specialist at any time during the hiring process

Perks and benefits

• Competitive, company-paid benefits
• Generous time off package
• Stock purchase plan
• RRSP program
• Flexible work hours for eligible roles
• Programs to support employee health and well-being

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