Administrative Assistant

2 weeks ago

Toronto, Canada CANDU Owners Group (COG) Full time

**Title: Administrative Assistant, Joint Projects & Services**

**Purpose**

As an Administrative Assistant at COG, you play an important role in executing efficient and effective administrative support to support a team of Project Managers to deliver on department goals that support members and suppliers of our not-for-profit association within the utilities sector to deliver global nuclear energy initiatives.

As a member of our team of administrative assistants, you will also collaborate with your peers to strengthen capabilities and efficiency across the organization through effective communications and the use of the latest office support tools and technology.

If the idea of helping a team of bright and talented scientific and technical project engineers and managers to be highly productive and organized to deliver their important programs in the field of nuclear energy appeals to you, this role may be a good fit

**Key Accountabilities**
- Provide administrative support to the Director and the various project teams to optimize department productivity and efficiency, including coordination of external meetings with membership that accelerate project delivery.
- Generate professional reports, presentations and materials to support the team in projecting a positive and professional image of COG, using varied presentation medium to provide clear and consistent information.
- Manage the shared file database and ensure records are accurately and securely maintained and accessible to the team with the appropriate access.

**Typical Responsibilities**
- Meet with the Director regularly to organize schedules, calendars and arrange priorities.
- Perform general administrative duties for the Director including preparation, distribution, scanning and filing of correspondence, presentations, reports and other materials.
- Schedule and organize meetings (internal & external) including preparation of meeting notices, agendas and material required for meeting attendees, meal and travel arrangements (where needed).
- Assist Line of Business staff with SharePoint Records management, issuing documentation, project reports or technical publications for review and updating on COG’s intranet and external websites.
- Perform administrative duties as required such as submitting expense reports, processing invoices, tracking timesheets, arranging travel, and assisting with the set-up and on
- boarding of new staff.
- Assist Line of Business Staff with correspondence and reports and governance preparation, including tracking metrics as assigned.
- Participate in team meetings and record minutes/action items and assist with follow-up on action items as required.
- Be an active participant in Line of Business activities or special projects as required.
- Provide support to COG committees and related initiatives.
- Perform other duties as assigned by the Line of Business Director.

**Office Services Responsibilities**

**Required Knowledge, Experience and Qualifications**
- 5+ years of administrative support experience, ideally in project management or engineering environment
- Post-secondary degree in business/administration preferred
- Strong and accurate keyboarding skills
- Advanced skills with Microsoft Office software, including M/S Word, Excel, PowerPoint and expert with MS Outlook.
- Strong mathematical and English language capabilities; additional languages an advantage
- Ability to expedite and follow-up on outstanding administrative or project items to ensure deadlines and deliverables are met

**Essential Competencies**
- Good communication and interpersonal skills
- Good time management and organizational skills to handle multiple tasks and priorities
- Sense of urgency and ability to prioritize based on business needs
- Shows initiative and looks for opportunities to improve efficiency of work flow
- Self starter able to work with mínimal supervision
- Ability to edit and proofread correspondence and format reports
- Strong attention to detail and accuracy
- Able to work collaboratively as a team and individually
- Business and financial acumen

**Attitude / Values**

Must have demonstrated alignment with COG Values, specifically:

- Demonstrate honesty and integrity in all that we do
- Understand our Members needs and exceed their expectations
- Treat all member organizations impartially
- Display trust and respect in our treatment of people
- Promote initiative and innovation in the fulfillment of our mission
- Optimize the use of staff skills and experience in a team environment

**Success Indicators**:

- Accuracy and professional appearance of Documents and Presentations
- Efficiency in turning around documents
- Meetings and Appointments properly scheduled in calendars so no conflicts
- External meeting invites properly issued, responses tracked and set up appropriately
- Accurate and concise minutes where required
- Files are properly maintained and up-to-date
- Tracking systems to notify of missed deadl

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