Administrative Assistant
3 hours ago
We are seeking highly skilled Administrative Assistants to join our team in a well-established Canadian Defence program. This is an excellent opportunity to utilize your administrative background and gain valuable experience.
Key Responsibilities:- Prepare and submit travel request forms for civilian and military members as required.
- Assist the team with quarterly and yearly financial returns.
- Create and execute Priority Information Requirements (PIRs) for procurement.
- Track training requirements and advise on administration-related issues.
- Liaise with the Deputy Project Lead for administrative, financial, contract, or travel matters.
- Draft PIRs, travel requests, and quarterly finance review documents.
- Review quarterly review documentation and contract durations for PIRs.
- Assist in travel, finance, and credit card reconciliation processes.
- Provide staff with support and advice on credit card reconciliation, training requirements, and travel requests.
- Manage and update corporate registries and lists, including the Temporary Duty Travel Register, Distribution Lists, Nominal Rolls, and Training Completion Registers.
- Manage the accommodations/infrastructure database, including updating floor plans, corporate accommodations database, processing, and tracking move requests.
- Process and track requests for office supplies through EITSM.
- Experience using MS Office (Word, Excel, Access, PowerPoint, and Outlook).
- Secondary School Diploma (Minimum).
- Experience providing administrative assistance, including building 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.
- Experience as an Administrative Support for Defence organizations is considered a strong asset.
- Experience preparing 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 providing advice and guidance on administration issues to support senior management decision-making.
- A valid Enhanced Reliability security clearance (with PSPC) is required to start, and a Controlled Goods Certificate is also necessary. We can initiate both, but the ideal candidate will hold a valid government clearance.
- Eligibility to apply for a Secret level security clearance is mandatory.
ADGA is committed to diversity and inclusion, striving to build a stronger, more representative team and help our customers and communities thrive. We are a proudly Canadian company, dedicated to furthering diversity, equity, and inclusion in the workplace and providing every individual with the opportunities and resources to reach their full potential.
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