Senior Administrative Assistant

Mid-Senior Level
, Remote Friendly

Job Description

REF #001

ADGA Group Consultants Inc is currently looking for a full time Senior Administrative Assistant to join our team and provide administrative and procurement support to one of our largest Defence Programs! 

Tasks will include:

  • Complete and submit, as directed, the travel request forms for civilian and military members.
  • Assist the team with quarterly and yearly returns on finance.
  • Create and assist with the execution of Priority Information Requirements (PIRs) for procurements.
  • Track training requirements for the Business Management Team.
  • Advise on issues related to administration.
  • Liaise with various groups 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 BMT Staff with support and advice on credit card reconciliation, training requirements, travel requests etc.
  • Manage, update and maintain corporate registries and lists (not exhaustive list) including: a Temporary Duty Travel Register, Distribution Lists, Nominal Rolls, and Training Completion Registers.
  • Manage the accommodations/infrastructure database including, but not limited to: updates to floor plans, updating corporate accommodations database, process and track move requests.
  • Process and track requests for special order office supplies through EITSM.
  • Support other section Administration Teams as needed. 



  • Must have a minimum of 5 years of demonstrated experience as an Administrative Support for "Defence" organizations. 
  • A College Diploma in Business Administration, or a Bachelor's Degree in Business Administration. (other fields could also be accepted)
  • Minimum of 5 years of demonstrated experience within the last 10 years in the:
    • Preparation of concept documents, system specifications, and technical proposals in the field of Information Technology, Information Management or Engineering (i.e. System, Software, Computer, Communication, Security or Simulation) experience.
  • Minimum of 8 years of demonstrated experience in each of the 3 area's below:
    • Developing briefing notes and presentations to address administration issues.
    • Liaising with stakeholders to support administration requirements for the organization.
    • Providing advice, guidance and recommendations on administration issues to support the decision making of senior management.
  • Minimum of 5 years of demonstrated experience within the last 10 years in a minimum of 4 of the 5 areas below:
    • Using MS Office Suite (Word, Excel, Access, Outlook and PowerPoint)
    • Providing administrative assistance such as: building pass preparation, filing and project documentation control.
    • Processing travel - including car rental, accommodation and flight booking.
    • Performing cost accounting such as tracking of project expenses, including travel budgets, travel claims and verification of invoices.
    • Performing work accounting functions such as time tracking, timesheet verification, report generation and database updating. 

Additional Information

  • Must hold a valid Secret Level 2 to start with PSPC. There is a potential for flexibility to start with the Enhanced Reliability, and a Secret in process. 
  • Hybrid role - combination of on-site and work from home.

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.

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