Intermediate Administrative Assistant

3 weeks ago

Ottawa, Canada ADGA Group Consultants Inc Full time

Company Description

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 Group Consultants Inc. is currently looking for a full time Intermediate Administrative Assistant to join our team and provide financial, travel and project control services.

This position will be a part of a large, multi-year Defence program that we have been supporting for 20+ years

Tasks will include:

- Assist in the coordination of SOWs (Statement of Works) and associated tasking/procurement documentation.
- Provide administrative support and coordination services for meetings, steering committees, and working groups.
- Support travel request processes and other similar routine administrative procedures, including request tracking and reporting.
- Coordinate financial code distribution for temporary duty claims and minor travel expense claims.
- Maintain a travel tracker for the team.
- Support the coordination of training activities
- Maintain status of program action items.
- Maintain the program consolidated work breakdown structure
- Coordinate and maintain status of procurement initiation requests and spending authorization forms against WBS serial numbers.
- Support quarterly spending forecasts, reports and returns.
- Support responses to financial audit queries.
- Produce financial reports as required.
- Monitor DRMIS and report the Directorate's National Procurement funded, and Capital funded financial activities and spend status; and
- Liaise and coordinate routine cost center management activities with Cost Centre Managers and the Business Management Team.

**Qualifications**:

- Must have a High School Diploma, a College Diploma in Business Admin or suitable field, or University Degree in Business Admin or suitable field.
- Experience in the preparation of concept documents, system specifications and technical proposals in the field of information technology, information management or engineering.
- Ability to demonstrate 6 years of experience in each of the following:

- preparing presentations.
- liaising with stakeholders about administration and
- experience providing advice and guidance on administration issues to support the decision making of senior management.
- Ability to demonstrate 5 years experience (within the past 10 years) with at least 4 of the following tasks:

- Providing administrative assistance such as: building pass preparation, filing and project documentation control.
- Processing travel (including car rentals, accommodations, and flight bookings)
- Performing accounting functions such as time tracking, timesheet verification, report generation and database updating.
- Using MS Office (Word, Excel, Access, Outlook and PowerPoint)
- Performing cost accounting such as tracking of project expenses such as: travel budgets, travel claims and verification of invoices.

Additional Information
- Must have the Secret level 2 security clearance with PSPC/Federal Government, or be eligible to apply.
- Great benefits and competitive salary
- This role is a hybrid position.
- Multi-year opportunity

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.

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