Administrative Assistant
6 months ago
Are you looking for a role that will challenge you?
If you answered yes, our **Whiteshell Laboratories (WL)** site located near **Pinawa, Manitoba** is looking for an **Administrative Assistant **for the Security department. This position is in support of the Security Manager at the Whiteshell Laboratories. The incumbent performs and manages a variety of sensitive and demanding administrative support duties to maintain an effective and efficient office operation. Does this pique your interest? If you answered yes, then this may be the job for you
**What will you be doing?**
- Scheduling appointments and meetings (including tele/video conferencing).
- Preparing folders for meetings, arranging catering, sorting mail, placing purchase orders, photocopying/scanning, maintaining calendars, and arranging travel.
- Tracking deadlines and priorities.
- Undertaking special assignments on behalf of the Security Manager / Security Operations Lead, such as organization of meetings and workshops with both internal and external participants.
- Document formatting.
- Providing administrative support for financial, Canadian Nuclear Safety Commission (CNSC) engagement, weekly, monthly and annual reporting requirements, and regulatory audit preparations.
- Preparing, processing, formatting documents and reports, obtain reviews and signatures as required.
- Providing copy editing of documents to make sure they adhere to procedural requirements and conform to observations and recommendations received from the Safety Review Committee.
- Composing and formatting correspondence, agendas, minutes of meetings, data, and presentation material.
- General office duties including typing, photocopying, maintaining office equipment, restocking of supply cupboards, scanning, booking conference rooms, arranging catering, etc.
- Assisting the Security Training Coordinator to monitor and coordinate employee training activities and records.
- Acting as liaison between their supervisor and their direct reports.
- Assisting staff and others as required in the preparation of standard, high-quality material.
- Maintaining department and electronic filing systems, managing public folders and shared areas.
- Provide back-up to WL Security Training Coordinator as required.
- Provide back-up to WL Security Operations Admin as required.
- Maintaining confidentiality in all matters.
- Participate and maintains up-to-date, all safety and operational training offered through the company.
- Shares learned knowledge and skills with peers.
Other Related Responsibilities:
- Assumes personal responsibility and is accountable 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 safety-training offered through the facility.
**What we are looking for**:
**Someone who has the ability to**:
- Facilitate staffing issues, handle sensitive and confidential information.
- Coordinate and draft various reports, e.g., weekly reports to stakeholders.
- Handle all aspects of communications, i.e., responding to telephone inquiries, recording accurate messages, re-directing calls as appropriate.
- Demonstrate a “safety first” attitude.
- Exhibit a great deal of initiative and good judgement.
- Display excellent interpersonal, written and oral communication skills.
- Demonstrate tact, diplomacy, trust and discretion in handling of sensitive and confidential information.
- Be a responsible, well-organized, and reliable individual, who is highly motivated.
- Possess a professional attitude.
- Be team oriented.
- Effectively interface with internal/external clients, particularly those at other sites or external to CNL, and promote a positive work environment.
- Demonstrate knowledge of the Company’s general policies and procedures, organization structure, and the Whiteshell Laboratories site.
- Demonstrate knowledge of Quality Assurance and regulatory requirements would be an asset.
- Embrace the ever-changing work environment and proactively make recommendations to change, be willing to help others to accept and understand change, share their skills, and proactively learn new skills.
- Use initiative and judgement to organize and maintain flow of work and accuracy of records.
- Detail oriented with the ability to meet deadlines.
- Demonstrate responsibility and accountability for accurately handling the details associated with one’s work.
- Demonstrate excellent interpersonal communication skills.
- Maintain successful working relations at all levels within the organization and with external stakeholders.
- Troubleshoot situations and work with peers and other stakeholder to resolve issues in a timely manner.
- Seek guidance and maintain a questioning attitude.
- Work with mínimal supervision.
- Work ext
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