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Senior Administrative Assistant at ADGA Group Consultants Inc.

Senior Administrative Assistant

ADGA Group Consultants Inc. Ottawa, Ontario Full-Time
Company Description

Founded in 1967, ADGA is a privately owned and operated Canadian company. We employ over 700 highly skilled team members who apply their knowledge and expertise in service delivery of advanced technology solutions for clients in the Defence, Security and Enterprise Computing markets across Canada.

Celebrating over 50 years in business, we are proud to be one of Canada’s most trusted professional engineering and consultancy firms. Our clients continue to rely on ADGA to provide subject matter expertise, and quality talent to fulfill their business objectives. We have done so successfully by anticipating and responding to the constant changes in technology and evolving with agility.

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 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. 


For our senior level Admin support role, we are looking for candidates that can demonstrate the following experience:

  • Must have at least 5 years of demonstrated experience working within an Administrative Support role for the Department of National Defence or other Defence organizations.
  • High School Diploma.
  • Can demonstrate at least 5 years of experience with at least 4 of the following tasks. (in the last 10 years)
    • 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. 
  • Can demonstrate experience:
    • Preparing 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.
  • Can demonstrate 6 - 8+ years of experience with each of the following tasks: 
    • 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.

Additional Information

  • Must be eligible to apply for the PSPC Secret Level 2 clearance. This level of clearance is required for this opportunity + a Controlled Goods Certificate. 
  • This is a hybrid role: could be need to work on-site 1-3 days per week. 

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.

Recommended Skills

  • Business Management
  • Claim Processing
  • Databases
  • Decision Making
  • Defence
  • Filing

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