Administrative Assistants

CB Canada; Ottawa; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading Canadian Defence program is seeking two Administrative Assistants to support various administrative tasks. This role offers a unique opportunity to leverage your skills in a dynamic environment, collaborating with senior management and liaising with stakeholders. Candidates should possess strong organizational abilities and experience in administrative support, travel arrangements, and financial reporting. ADGA values diversity and is committed to inclusive employment practices.

Qualifications

• Experience in administrative support tasks like building passes and documentation control.
• Experience supporting Defence organizations is a strong asset.

Responsibilities

• Completing travel request forms for personnel.
• Assisting with quarterly and annual financial reports.
• Providing administrative advice and support.

Skills

MS Office Suite

Administrative Support

Travel Arrangements

Accounting Functions

Stakeholder Liaison

Education

Secondary School Diploma

Job description

Founded in 1967, ADGA is a privately owned and operated Canadian company with over 700 skilled employees. We deliver advanced technology solutions to clients in the Defence, Security, and Enterprise Computing markets across Canada.

Celebrating over 50 years, we are proud to be one of Canada's most trusted engineering and consultancy firms. Our success is driven by our commitment to innovation, agility, and client satisfaction.

Our culture emphasizes trust, accountability, and growth, fostering strong relationships with clients, employees, and partners. Whether managing complex projects or providing reliable resources, ADGA is dedicated to your success.

Job Description

REF #001

ADGA is hiring 2 Administrative Assistants for a well-established Canadian Defence program. This is an excellent opportunity to leverage your administrative skills and gain valuable experience!

Responsibilities include:

• Completing and submitting travel request forms for civilian and military personnel.
• Assisting with quarterly and annual financial reports.
• Creating and executing Priority Information Requirements (PIRs) for procurement.
• Tracking training requirements.
• Providing administrative advice and support.
• Liaising with the Deputy Project Lead on administrative, financial, contractual, or travel issues.
• Drafting PIRs, travel requests, and financial review documents.
• Reviewing quarterly reports and contract durations for PIRs.
• Supporting travel, finance, and credit card reconciliation processes.
• Advising staff on credit card reconciliation, training, and travel procedures.
• Managing and updating corporate registries, including Travel Registers, Distribution Lists, and Training Records.
• Maintaining the accommodations and infrastructure database, including floor plans and move requests.
• Processing office supply requests via EITSM.

Qualifications:

• Proficiency in MS Office Suite (Word, Excel, Access, PowerPoint, Outlook).
• Secondary School Diploma or higher.
• Experience in administrative support tasks like building passes, filing, and documentation control.
• Experience in travel arrangements, including car rentals, accommodations, and flights.
• Experience in tracking project expenses and verifying invoices.
• Experience in accounting functions like timesheet management and report generation.
• Experience supporting Defence organizations is a strong asset.
• Experience preparing technical documents, proposals, and system specifications in IT/Engineering fields.
• Ability to prepare presentations and liaise with stakeholders on administrative issues, supporting senior management decision-making.

Additional Information

• Must hold or be eligible for a valid Enhanced Reliability security clearance and a Controlled Goods Certificate; a Secret clearance eligibility is also required.
• ADGA values diversity and is committed to inclusive employment practices.