Administrative Assistant

Canadian Nuclear Laboratories • Chalk River, ON

12d • Onsite

About The Position

Are you looking for a role where your organizational skills make a real difference day‑to‑day? Can you see yourself providing essential administrative support while coordinating tasks and keeping a department running smoothly? Do you enjoy being the go‑to person who supports leaders and teams through strong communication and attention to detail? If so, then our Administrative Assistant role may be the opportunity for you—apply today!

Requirements

• Successful completion of secondary school (Grade 12) with 2 to 4 years of related experience; or college diploma in a related discipline (e.g., Office Administration) with 1 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.
• Ability to effectively communicate and deliver oral presentations at regular department meetings, with all staff levels of management and external contractors.
• 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.
• Understanding of 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.
• Reliability Status, 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 comprehensive administrative support to the Manager and overseeing day‑to‑day department office operations, including coordinating conference room bookings, taking meeting minutes, arranging catering, and supporting workplace housekeeping to ensure a safe and efficient work environment.
• Acting as the primary point of contact for the department by responding to inquiries and providing accurate, timely information to internal and external stakeholders.
• Organizing, prioritizing, editing, formatting, and expediting technical reports and other documents to ensure consistency, accuracy, and on‑time delivery.
• Assisting departmental staff with composing, formatting, and issuing correspondence to maintain a high‑quality corporate image.
• Maintaining electronic filing systems to ensure efficient document storage, retrieval, and version control.
• Coordinating travel arrangements for department employees, including flights, accommodations, and rental vehicles, to ensure seamless travel.
• Managing office supply inventory by ordering materials, preparing i‑reqs, and supporting quotes and purchase orders as required.
• Gathering data, investigating discrepancies, and preparing reports to support the Manager and departmental staff.
• Tracking financial information such as expenses against budget and reporting on variances in accordance with established guidelines.
• Maintaining action logs and tracking action items to ensure timely completion of deliverables.
• Providing backup support for colleagues in similar administrative roles as required.
• Overseeing, training, and supporting junior, new, and casual administrative staff to ensure consistency and continuity of operations.
• Participating in internal and inter‑departmental initiatives to improve work processes, policies, and procedures.
• Supporting the Manager in the administration of the Good Laboratory Practice (GLP) quality program in the role of Test Facility Management (TFM) Assistant.
• Assisting the Manager in ensuring departmental policies, procedures, and processes are applied consistently and rigorously.
• Supporting the Manager in recruitment activities, including coordinating interviews and completing required hiring documentation.
• 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: High school or GED