Administrative Assistant

Canadian Nuclear Laboratories • Petawawa, ON

14d • Hybrid

About The Position

Are you looking for a role where your organizational skills and attention to detail truly matter? Can you see yourself supporting the department 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.
• 2 to 4 years of related experience or a college diploma in a related discipline (e.g. Office Administration).
• Experience, or willingness to be trained, in the use of CNL business systems: ORACLE, ATOM, etc.
• Proficiency in MS Office suite with expertise in Microsoft Outlook, Microsoft Word, PowerPoint and Excel.
• Detail-oriented and comfortable working in a fast-paced office environment.
• Excellent written and oral communication skills.
• Superior organization skills and dedication to completing projects promptly.
• Excellent time management skills and ability to multitask and prioritize work.
• Attention to detail and problem-solving skills.
• Can work independently without supervision.
• Must be team-oriented with a proven ability to work well with others and promote a positive work environment.
• Demonstrated leadership skills with the ability to train and develop others.
• Demonstrates tact, diplomacy, trust, and discretion in handling sensitive and confidential information.
• Knowledge of office management systems and procedures.
• Knowledge, or willingness to learn, company policies.
• 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.”

Nice To Haves

• Experience in Autodesk Vault is considered an asset.

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
• Ensuring reports meet CNL standards
• Adhering to CNL's corporate document standards and rules (formats, storage and numbering protocols)
• Working with various groups both within and outside of the departments to ensure reporting requirements are met
• Reviewing and updating documents (formal documents, presentations, spreadsheets) to ensure format requirements are met
• Communicating objectives, directives, policies/procedures, and general information to staff, and ensuring the quality of cross-functional administrative processes
• Ensuring appropriate approvals and workflows are followed for engineering documents
• Providing support with protected sensitive Human Resource / Finance / Security / Dosimetry / Radiation protection information
• Handling sensitive and confidential information about all levels of Departmental and/or Divisional staff
• Classifying and submitting invoices (Non-PO and PO-related) to Accounts Payables
• Preparing iReq’s for quotes and/or purchase orders for work material/tools/equipment / PPE&C, and services contracts
• Collaborating with the CNL (CRL) security department for the review and completion of the security clearance process for new applications (staff and contractors)
• Reviewing and submitting facility usage hours
• Day-to-day office administrative duties
• Reviewing and formatting of documents
• Tracking and ordering supplies
• Photocopying/printing/scanning
• Submitting maintenance / IT requests
• Submitting expense reports
• 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: Mid Level
• Education Level: Associate degree