Administrative Assistant

Canadian Nuclear Laboratories • Chalk River, ON

19d • 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, and knowledge of computers and software such as Microsoft Office and Adobe/Foxit Phantom, to develop customized charts, reports, presentations, and technical documents.
• Demonstrated oral and written communication skills are essential to deliver oral presentations at regular department meetings as well as to communicate effectively with all staff, levels of management, and external contractors.
• Demonstrated capability of working independently in an environment of rapidly changing and conflicting priorities using prioritization and planning skills to meet established deadlines.
• 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.
• Knowledge of Web-based applications, such as Oracle, to properly assess and review financial information as required.
• Ability to understand basic financial/accounting practices in order to provide administrative assistance pertaining to budget issues.
• Ability to use general office equipment including printers, fax machines, photocopiers, and scanners.
• 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. CNL implements security screening in accordance with the Treasury Board of Canada Secretariat's “Standard on Security Screening” and the “Policy on Government Security.”

Responsibilities

• Providing administrative assistance to the Manager and overseeing the Department office operations.
• Booking meetings and providing oversight to the Manager’s schedule/calendar.
• Coordinating conference room bookings and taking notes at meetings, making catering arrangements.
• Maintenance of housekeeping to ensure a smooth workflow and a safe working environment.
• Acting as the department’s main contact to answer questions, obtain and provide information to stakeholders within and outside the organization, ensuring timely and accurate responses.
• Ensuring adequate supplies of office materials by ordering stock and purchasing other standard items as requested.
• Prepare i-req’s for quotes and/or purchase orders.
• Supporting the Manager to ensure that policies, procedures, and processes are applied rigorously and consistently across the Department.
• Supporting the Manager in the hiring process (paperwork, setting up interviews, etc.).
• Organizing, prioritizing, assembling, editing, and formatting technical reports and other documents to make them consistent, accurate, and valuable; expediting them, when required, to customers before the established deadlines.
• Providing assistance to the staff within the Department with composing, formatting and issuing of correspondence to provide outgoing documents and maintaining a high-quality corporate image.
• Maintaining electronic filing systems and ensuring efficient document storage and retrieval.
• Obtaining data, querying anomalies, and preparing reports in support of the Department Manager and staff.
• Tracking Information and following up to ensure efficient branch operations.
• Tracking financial data such as expenses against budget and reporting on variances as per given guidelines.
• Maintaining action logs and performs action tracking duties as required to ensure timely completion of duties.
• Maintaining tracking logs for milestones and deliverables due within the branch.
• Supporting other Administrative staff and initiatives.
• Providing back-up for colleagues in similar administrative roles in the Department as required.
• Overseeing the work of and training junior, new and casual administrative staff in the Department to ensure continuity and consistency of work.
• Participating in internal and inter-departmental initiatives to improve work processes, policies, and procedures.
• 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