Administrative Support

The Administrative Support resource must provide the services of an intermediate subject matter expert for the financial and project control activities. Specific tasks to be accomplished include:

• Financial Support: Day-to-day support to the client cost centre managers to include the following:

1. Coordinate and track files, deliverables, tasks, action items and meets;
2. Perform clerical duties, including taking accurate and concise notes;
3. Maintain a procurement initiation request tracking system through a database and dashboard;
4. Perform data entry, extract and analysis using a variety of software systems;
5. Support responses to financial audit queries;
6. Produce financial reports as required;
7. Liaise and coordinate routine cost centre management activities with cost centre managers and the business management team (BMT);
8. Maintain a spending authorization form tracking system;
9. Support the quarterly financial reports and returns, including forecasts;
10. Coordinate financial code distribution for minor travel expense claims.

• Travel Coordination Support: Day-to-day support the client travel coordination to include, but not limited to the following:

1. Process travel requests in accordance with DND and Treasury Board travel directives;
2. Maintain travel tracker for the client;
3. Provide liaison between the clients travel cell.

• HQ Coordination and Support:

1. Liaison and coordination with the business management team;
2. Support the clients second in command for reports, returns, and other remits;
3. Represent the client at building and facility meetings.

• Proof of Bachelor’s degree in Business Administration or similar field or proof of College Diploma in Business Administration or suitable field
• Minimum 3 years experience within the last 5 years in a minimum of 4 of this assessment area's criteria:

1. Using MS Office Suite (e.g. Word, Excel, Access, Outlook and PowerPoint)
2. Providing Administrative assistance, including building pass preparation, filing and project documentation control
3. Processing travel including car rental, accommodation and flight booking
4. Performing cost accounting such as tracking of project expenses including travel budgets/claims and verification of invoices
5. Performing work accounting functions, including time tracking, timesheet verification, report generation and database updating

• Minimum 3 years experience within the last 5 years in the preparation of technical concept documents, system specifications, and technical proposals in the field of Information Technology / Information management or engineering
• Minimum of 2 years experience in each of the following areas:

1. Developing briefings notes and presentations to address administration issues
2. Liaising with stakeholders to support administration requirements for the organisation
3. Providing advice, guidance and recommendations on administration issues to support the decision making of senior management

• Minimum 5 years experience as an Administration Support for defence organisations is an asset
• Must be able to obtain and maintain a government secret clearance and a controlled goods certification

Work-Life Balance

We strongly support a healthy and productive work-life balance. This starts with a flexible approach to work, and policies designed to support employees through their day-to-day routines and major life events. For example, we offer a Maternity/Parental Top-Up (up to 52 weeks) and a Reservist Leave Top-Up (up to 180 days).

Belong@ADGA

ADGA continuously strives to integrate advanced Diversity, Equity & Inclusion (DEI) approaches and practices into our work culture. Our employee-based DEI Committee explores activities and invites discussions that foster an environment where all employees feel valued, respected, and heard.

Compensation
Above and beyond our commitment to offer a competitive base salary, ADGA has a company-wide profit-sharing plan for all full-time and part-time employees.

Comprehensive Benefits and Total Rewards
We offer a comprehensive benefit program, providing employees with the choice between base or enhanced plans. Depending on the plan, ADGA pays for Health & Dental, a Health Spending Account, Short-Term Disability, an Employee Assistance Program, and a Telemedicine service. Also offered: discounts on gym memberships, 5,000+ perks through Perkoplis, a Deferred Profit Sharing Plan, and access to a wide range of other employee-centric services and savings programs.