Administrative Assistant
1 week ago
We are seeking a highly organized and detail-oriented Administrative Assistant to join our team in a well-established Canadian Defence program. As an Administrative Assistant, you will provide administrative support to our team, ensuring the smooth operation of our daily activities.
Key Responsibilities:- Complete and submit travel request forms for civilian and military members as required.
- Assist the team with quarterly and yearly financial returns.
- Create and assist with the execution of Priority Information Requirements (PIRs) for procurement.
- Track training requirements and advise on administration-related issues.
- Liaise with the Deputy Project Lead for administrative, finance, contract, or travel issues.
- Draft PIRs, travel requests, and quarterly finance review documents.
- Review quarterly review documentations and 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, including Temporary Duty Travel Registers, Distribution Lists, Nominal Rolls, and Training Completion Registers.
- Manage the accommodations/infrastructure database, including updating floor plans, updating corporate accommodations database, processing, and tracking move requests.
- Process and track requests for office supplies through EITSM.
- Experience required using MS Office (Word, Excel, Access, PowerPoint, and Outlook).
- Secondary School Diploma (Minimum) required.
- 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, including travel claims, travel budgets, and verification of invoices.
- Experience performing accounting functions, including time tracking, timesheet verification, report generation, and database updating.
- Experience as an Administrative Support for Defence organizations is considered a strong asset.
- Experience in 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 also required.
ADGA is committed to diversity and inclusion in the workplace and provides opportunities for growth and development. We strive to build a stronger, more representative team and help our customers and communities thrive.
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