Administrative Assistant

Canadian Nuclear Laboratories • Chalk River, ON

21d • Onsite

About The Position

Are you looking for a role where your organizational skills and attention to detail truly matter? Can you see yourself providing administrative support to help ensure the office operates efficiently every day? Are you comfortable applying your knowledge of administrative concepts, practices, and procedures to support a busy office? If you answered yes, the Administrative Assistant role may be the right fit for you—apply today!

Requirements

• Successful completion of secondary school (Grade 12) with 2 to 4 years of related experience or a college diploma in a related discipline (e.g. Office Administration) and one year of experience
• Knowledge of administrative theories, concepts, and principles used to provide administrative support to the Department Manager
• Knowledge of computers and software such as Microsoft Office and Adobe/Foxit Phantom to develop customized charts, reports, presentations and technical documents
• Demonstrated excellent oral and written communication skills to communicate effectively with all CNL staff, levels of management, external organizations, and job candidates
• Capability of working independently in an environment of rapidly changing and conflicting priorities, using prioritization and planning skills to meet established deadlines
• Demonstrated team-oriented nature with a demonstrated ability to work well with others and promote a positive work environment
• Demonstrated leadership skills to allow training and development of junior administrative staff
• Demonstrated tact, diplomacy, trust, and discretion in handling sensitive and confidential information
• Knowledge of administrative best practices and current standards in order to help ensure that policies, procedures and processes are followed, and the department is compliant
• Understanding of CNL’s organizational structure, activities, policies, procedures, processes, and systems
• Experience in, or willingness to be trained in, the use of CNL business systems (e.g., Oracle, ATOM, ImpAct, RDPlan)
• Familiarity with industry-specific compliance program language and requirements
• Familiarity with CANDU Owners Group documents and processes
• Security Clearance Eligibility Required
• Reliability Status with Site Access Security Clearance (SASC), which has a minimum requirement of 3-5 years of verifiable history in Canada, Australia, New Zealand, the United States and/or the United Kingdom

Responsibilities

• Coordinating the workflow of Branch Staff and Managers
• Managing the scheduling of meetings and appointments
• Coordinating meetings, such as booking rooms, sending invites, and ordering catering
• Reviewing incoming correspondence and electronic mail and taking appropriate action
• Preparing correspondence, minutes, action lists, and prioritizing commitments
• Tracking and following up on actions placed on the manager and staff
• Acting as a liaison between the manager and the branch/directorate staff
• Arranging/coordinating travel
• Maintaining accurate office records and files/follow-up system for outstanding issues
• Organizing, prioritizing, assembling, editing, and formatting technical reports and other documents, to make them consistent, accurate and valuable; expediting these, when required, to customers before the established deadlines
• Coordinating document review workflow for the manager and staff to ensure timely delivery
• Assisting staff with composing, formatting, and issuing of correspondence to provide outgoing documents and maintain a high-quality corporate image
• Ensuring the department adheres to CNL’s corporate document standards and rules
• Reviewing and accurately updating documents and presentations
• Maintaining electronic filing systems and ensuring efficient document storage and retrieval
• Ensuring adequate supply and distribution of office materials
• Handling sensitive and confidential information pertaining to all Department staff
• Classifying and submitting invoices to Accounts Payable
• Preparing purchase requisitions for office materials, equipment, and service contracts
• Supporting the Department in the hiring process to obtain approvals, conduct interviews, and communicate with potential candidates
• Acting as the department’s main contact to answer questions, obtain answers, and provide information to stakeholders within and outside CNL to ensure timely and accurate responses
• Providing back-up for colleagues in similar administrative roles in the Department as required
• Eventually overseeing the work of and training junior, new and casual administrative staff in the Directorate to ensure continuity and consistency of work
• Participating in internal and inter-departmental initiatives to improve work processes, policies, and procedures
• Supporting the Manager to ensure that policies, procedures, and processes are applied rigorously and consistently across the Department
• Preparing and disseminating information to the Department to clearly communicate information relevant to Department staff and provide instructions regarding requirements or processes
• Other duties as assigned by your manager

Benefits

• Paid time off: vacation, sick, personal, and floater days
• Benefits effective Day One – no waiting period
• Tuition support to help you keep learning and growing
• A defined-benefit pension plan or a defined-contribution pension plan, depending on your employee group, to support your long‑term financial security

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED