Senior Administrative Assistant Jobs

REF #001

ADGA Group Consultants Inc is currently looking for a full time Senior Administrative Assistant to join our team and provide administrative and procurement support to one of our largest Defence Programs!

Tasks will include:

• Draft PIRs, travel requests, and quarterly finance review documents.
• Provide BMT Staff with support and advice on credit card reconciliation, training requirements, travel requests etc.
• Review quarterly review documentations and also contract durations for PIRs.
• Liaise with various groups for any administrative, finance, contract, or travel issues.
• Assist the team with quarterly and yearly returns on finance.
• Complete and submit, as directed, the travel request forms for civilian and military members.
• Support other section Administration Teams as needed.
• Create and assist with the execution of Priority Information Requirements (PIRs) for procurements.
• Manage, update and maintain corporate registries and lists (not exhaustive list) including: a Temporary Duty Travel Register, Distribution Lists, Nominal Rolls, and Training Completion Registers.
• Process and track requests for special order office supplies through EITSM.
• Assist in the process of travel, finance, and credit card reconciliation.
• Manage the accommodations/infrastructure database including, but not limited to: updates to floor plans, updating corporate accommodations database, process and track move requests.
• Track training requirements for the Business Management Team.
• Advise on issues related to administration.

For our senior level Admin support role, we are looking for candidates that can demonstrate the following experience:

• Can demonstrate experience:
  • Preparingconcept documents, system specifications, and technical proposals in the field of Information Technology, Information Management or Engineering (i.e. System, Software, Computer, Communication, Security or Simulation) experience.
• Processing travel - including car rental, accommodation and flight booking.
• Providingadvice, guidance and recommendations on administration issues to support the decision making of senior management.
• Preparingconcept documents, system specifications, and technical proposals in the field of Information Technology, Information Management or Engineering (i.e. System, Software, Computer, Communication, Security or Simulation) experience.
• Can demonstrate at least 5 years of experience with at least 4 of the following tasks. (in the last 10 years)
  • Using MS Office Suite (Word, Excel, Access, Outlook and PowerPoint)
  • Providing administrative assistance such as: building pass preparation, filing and project documentation control.
  • Processing travel - including car rental, accommodation and flight booking.
  • Performing cost accounting such as tracking of project expenses, including travel budgets, travel claims and verification of invoices.
  • Performing work accounting functions such as time tracking, timesheet verification, report generation and database updating.
• Developingbriefing notes and presentations to address administration issues.
• Must have at least 5 years of demonstrated experience working within an Administrative Support role for the Department of National Defence or other Defence organizations.
• Performing cost accounting such as tracking of project expenses, including travel budgets, travel claims and verification of invoices.
• Performing work accounting functions such as time tracking, timesheet verification, report generation and database updating.
• High School Diploma.
• Using MS Office Suite (Word, Excel, Access, Outlook and PowerPoint)
• Providing administrative assistance such as: building pass preparation, filing and project documentation control.
• Can demonstrate 6 - 8+ years of experience with each of the following tasks:
  • Developingbriefing notes and presentations to address administration issues.
  • Liaisingwith stakeholders to support administration requirements for the organization.
  • Providingadvice, guidance and recommendations on administration issues to support the decision making of senior management.
    
• Liaisingwith stakeholders to support administration requirements for the organization.

• This is a hybrid role: could be need to work on-site 1-3 days per week.
• Must be eligible to apply for the PSPC Secret Level 2 clearance. This level of clearance is required for this opportunity + a Controlled Goods Certificate.

ADGA commits to putting diversity into action to build a stronger, more representative team and help our customers and communities thrive. We are a proudly Canadian company, striving to further diversity, equity, and inclusion in the workplace and provide every individual with the opportunities and resources to help them reach their full potential.

Since being acquired by Commissionaires Ottawa, ADGA has adopted the social mandate of Commissionaires to create meaningful employment opportunities and generate financial resources for veterans of the CAF, RCMP, their families, and fellow citizens who share a passion to contribute to the security and well-being of Canadians.

ADGA s'engage à mettre la diversité en action pour bâtir une équipe plus forte et plus représentative et aider nos clients et nos communautés à prospérer. Nous sommes une entreprise fièrement canadienne. Nous nous engageons pour promouvoir la diversité, l'équité et l'inclusion dans le milieu de travail et d'offrir à chaque personne les possibilités et les ressources qui lui permettront de réaliser son plein potentiel.

Depuis son acquisition par Les Commissionnaires Ottawa, ADGA a adopté le mandat social de Les Commissionnaires qui consiste à créer des possibilités d'emploi significatives et à générer des ressources financières pour les anciens combattants des FAC, de la GRC, leurs familles et leurs concitoyens qui partagent la passion de contribuer à la sécurité et au bien-être des Canadiens.