Administrative Assistant

7 days ago

Whiteshell, Canada Canadian Nuclear Laboratories Full time

Are you looking for a role that will challenge you? Can you see yourself providing administrative support to Whiteshell fire department along with other teams? In this role, you would be responsible for performing and managing a variety of sensitive and demanding support duties to maintain an effective and efficient office operation.

If you enjoy working in a fast paced environment and have the ability to adapt with initiative, then this might be for you

What will you be doing

  • Performing and managing a variety of sensitive and demanding administrative support duties to maintain an effective and efficient office operation.
  • Under the direction of the Fire Chief, preparing and organizing a variety of material with mínimal instruction and guidance.
  • Providing administrative information and assistance to meet project objectives and WLRP site mission.
  • Providing administrative assistance for project operations such as scheduling and coordinating training, booking rooms, taking notes at meetings, making catering arrangements, and maintaining good housekeeping to ensure a smooth workflow and safe working environment.
  • Assisting Fire Chief to organize time and arrange/maintain schedule of meetings, manage MS Outlook calendar, arrange travel, schedule appointments, meetings, assist in the preparation of presentation material and set up meetings rooms, etc.
  • Acting as the first line contact for project related questions, obtain and provide information to stakeholders within and outside the organizations ensuring timely and accurate response.
  • Preparing and formatting documents, reports and spreadsheets as required and obtaining reviews and signatures as needed;
  • Acting as liaison between Fire Chief and direct reports in requesting and distributing information and assisting staff and others as required in the preparation of standard, high quality materials by composing routine correspondences, participating in the operation and management of a record keeping system;
  • Maintaining adequate supplies of office materials by ordering stocks and purchasing other standard items as requested. Preparing ireq's for quotes and/or purchase orders;
  • Making travel arrangements for fire employees including flights, hotel and rental car reservations, coordinating destination information to ensure smooth travel;
  • Creating expense reports when requested and follows them up for staff members;
  • Communicating all training requirement to project team and ensures all mandatory training is complete and up to date;
  • Participating in WLRP activities including United Way and other site events throughout the year;
  • Working alongside Talent Acquisition Advisor to create and maintain all hiring folders, booking interviews, and conducting reference checks upon request and assists with onboarding of new employees.
  • Maintaining confidentiality in all matters
  • Providing back up for colleagues in similar administrative roles as required.
  • Participating and maintaining uptodate, all safety and operational training offered through the company.
  • Sharing learned knowledge and skills with peers.
  • Assuming personal responsibility and accountability for maintaining current skills by attending all training required by the site, viewing assigned videos, reading articles and participating in seminars as required.
  • Identifying and reporting any real or potential safety hazards; wearing all safety equipment related to your position as well as participating in all safetytraining offered through the facility.
  • General office duties including typing, photocopying, maintaining office equipment, restocking of supply cupboards, scanning, booking conference rooms, arranging catering, etc.
  • Acting as liaison between their supervisor and their direct reports, assisting staff and others as required in the preparation of standard, highquality material, i.e., composing routine correspondence, formatting and issuing correspondence, participating in the operation and maintenance of division record keeping systems (both electronic and hardcopy) as required, purchasing office supplies and other materials using eProcure / Oracle.
  • Other duties as assigned by your manager.

What we are looking for:

  • Security clearance eligibility required: Level 2 Secret which has a minimum requirement of 7 years of verifiable history in Canada, Australia, New Zealand, United States and/or the United Kingdom. CNL implements security screening in accordance with the Treasury Board of Canada Secretariat "Standard on Security Screening" and the "Policy on Government Security".
  • 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) and one year experience.
  • Relevant work experience in office administration or related field.
  • Good oral and written communication skills are essential for formal correspondences as well as to communicate effe

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