Responsible for providing overall administrative support to employees and management of the Kingston Office and ModSim Division to ensure the efficient operation of the team. 

• Act as a subject matter expert (SME) on all things administrative in nature to the ModSim Division;
• Provide administrative process advice to CFM ModSim as well as all leaders within the ModSim Division;
• Coordinate travel arrangements, including booking of hotels, transportation, and the coordination with travellers on details required for Bugzilla travel approval submissions;
• Submit Bugzilla travel files;
• Coordinate the submission and follow-up on travel expense claims via DocuSign;
• Assist with the local onboarding process of new employees and SMB’s;
• Act as a liaison between ModSim team members and corporate departments for general enquiries, e.g., directing who an employee can speak to for problem resolution, request for information, software access, etc. 
• Provide administrative support for corporate activities as required, e.g., act as point-of-contact for long service awards, process recognition awards, print and provide management with annual salary review letters, track and collect necessary documentation, etc.  
• Coordinate/participate in the planning of corporate social activities and/or programs at the local level.
• Assist PDC with any information request for bids & proposals.
• Provides support to ModSim management in the completion of the annual budget and quarterly forecasting process. 
• Central Registry for all incoming and outgoing material and hard-copy correspondence/mail;
• SalesForce local administrator;
• Time Sheet local administrator and super user ;
• Document review, submission, reception, storage, and management solutions. ADGA SharePoint Site local administrator;
• Inputting /managing case management in SalesForce; 
• Administrative, financial & safety reports and returned required by ADGA HQ;
• Documentation support including preparation for translation support services;
• Responsible for the Kingston Office Health & Safety procedures and coordinating and liaising with ADGA corporate Health & Safety.
• Managing all equipment inventory; ensuring it is properly tracked and returned/distributed as required.
• Creating Purchase Orders, submitting and tracking invoices
• Other tasks as assigned by CFM ModSim.

Qualifications

• High School Diploma and advanced relevant experience, or equivalent.
• A college certificate in a Business Administration program would be considered an asset.  
• A minimum of three years experience as a senior administrative assistant for a large team in a fast-paced environment.
• Advanced knowledge of Excel, Word, PowerPoint.
• Ease and adept at using new software. Self-learner.
• Excellent attention to detail, organization, interpersonal and communication skills.

Additional Information

• Be able to obtain and maintain a secret level clearance
• Hours may vary and some overtime may be required

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 and woman-led 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, dirigée par une femme. 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.