Administrative Assistants

Company Description

Founded in 1967, ADGA is a privately owned and operated Canadian company. We employ over 700 highly skilled team members who apply their knowledge and expertise in service delivery of advanced technology solutions for clients in the Defence, Security and Enterprise Computing markets across Canada.

Celebrating over 50 years in business, we are proud to be one of Canada’s most trusted professional engineering and consultancy firms. Our clients continue to rely on ADGA to provide subject matter expertise, and quality talent to fulfill their business objectives. We have done so successfully by anticipating and responding to the constant changes in technology and evolving with agility.

Our culture of commitment, trust, and accountability guides our business, fosters our growth, and is at the core of our relationships with clients, employees and consultants. Whether your projects are complex, large-scale requirements, or dependable, professional resources to execute on time, and on budget, you can count on ADGA to deliver. We are dedicated to your success.

Job Description

REF #001

ADGA is hiring 2 Administrative Assistants to work on a well established Canadian Defence program. These are great opportunities to use your administrative background and gain some valuable experience!

Tasking will include:

• Complete and submit the travel request forms for civilian and military members as required.
• Assist the team with quarterly and yearly returns on finance.
• Create and assist with the execution of Priority Information Requirements (PIRs) for procurement.
• Track training requirements.
• Advise on issues related to administration.
• Liaise with Deputy Project Lead for any administrative, finance, contract, or travel issues.
• Draft PIRs, travel requests, and quarterly finance review documents.
• Review quarterly review documentations and also contract durations for PIRs.
• Assist in the process of travel, finance, and credit card reconciliation.
• Provide staff with support and advice on credit card reconciliation, training requirements, travel requests etc.
• Manage, update and maintain corporate registries and lists which includes: a Temporary Duty Travel Register, Distribution Lists, Nominal Rolls, and Training Completion Registers.
• Manage the accommodations/infrastructure database which includes: updating floor plans, updating corporate accommodations database, processing and tracking move requests.
• Process and track requests for office supplies through EITSM

Job Requirements:
Qualifications

• Experience required using MS Office (Word, Excel, Access, PowerPoint, and Outlook)
• Must have a Secondary School Diploma (Minimum)
• Experience providing administrative assistance such as: build pass preparation, filing and project documentation control.
• Experience processing travel (including car rentals, accommodations, and flight bookings)
• Experience tracking project expenses such as travel claims, travel budgets and verification of invoices.
• Experience performing accounting functions such as time tracking, timesheet verification, report generation and database updating.
• Considered a very strong asset to have experience as an Administrative Support for Defence organizations.
• Experience in the preparation of concept documents, system specifications, and tech proposals in the field of Info Technology/Info Management or Engineering.
• Experience preparing presentations, liaising with stakeholders about administration and experience providing advice and guidance on administration issues to support the decision making of senior management.

Additional Information

• Will be required to hold a valid Enhanced Reliability security clearance (with PSPC) to start and a Controlled Goods Certificate. We can initiate both but ideal candidate will at hold a valid government clearance.
• Must also be eligible to apply for a Secret level security clearance.

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.

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.