Administrative Assistant

4 weeks ago

Whiteshell, Canada Canadian Nuclear Laboratories Full time

Are you looking for a role that will challenge you?

Our Whiteshell Laboratories (WL) site located near Pinawa, Manitoba is looking for an **Administrative Assistant (AA)**:

- onsite for the Business Operations, Performance Assurance (PA) & Quality department. The Administrative Assistant provides essential support in the areas of office administration, business operations, performance and quality assurance, meeting coordination and contractual tracking and reporting. Does this pique your interest? If you answered yes, then this may be the job for you

**What will you be doing**
- FUNCTION 1:
Coordinating the workflow of department line director and/or manager
- Manage scheduling of meetings and appointments.
- Coordinate meetings, such as booking rooms, sending invites, ordering catering.
- Prepare correspondence, minutes, action lists; and prioritize commitments.
- Track and follow-up on actions placed on Director of Business Operations, Performance Assurance and quality.
- Act as liaison between the Director and all other division staff.
- Organize events such as division seminars, workshops and international conferences.
- Arranging/coordinating travel.
- Maintain accurate office records and files/follow-up system for outstanding issue.
- FUNCTION 2:
Ensuring reports meet CNL standards.
- Adhering to CNL's corporate document standards and rules (formats, storage and numbering protocols).
- Work 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.
- Communicates objectives, directives, policies/procedures, and general information to staff, and ensure quality of cross-functional administrative processes.
- Providing status updates and supporting documentation for various scorecard/project reporting.
- FUNCTION 3:
Assist management with protected sensitive Human Resource / Financial requirements.
- Handle sensitive and confidential information pertaining to all levels of staff.
- Work with the Director to assist in preparation of promotion cases.
- Coordinating meetings and gathering data from managers for various HR processes, such as performance management cycle, and succession planning.
- Assisting in the budget process (reporting forecasts, submissions to Finance).
- Coordinating smaller scale business support projects or providing administrative support to larger projects.
- Additional Functions:

- Tracking and ordering supplies.
- Photocopying/printing.
- Submitting maintenance/IT requests.
- Submitting expense reports.
- Other duties as assigned by your manager.

**What we are looking for**:

- Proficiency in MS Office with expertise in Microsoft Word, Excel, PowerPoint, Visio and Outlook.
- Detail oriented and comfortable working in a fast-paced office environment.
- Excellent written communication skills.
- Superior organizational skills and dedication to completing projects in a timely manner.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem solving skills.
- Can work independently without supervision.
- Must be “Team” oriented with demonstrated ability to work well with others and promote a positive work environment.
- Demonstrated leadership skills with ability to train and develop others.
- Demonstrated tact, diplomacy, trust, and discretion in handling of sensitive and confidential information
- Knowledge of office management systems and procedures.
- Experience in, or willingness to be trained in, the use of CNL business systems: ORACLE, ATOM, etc.
- Knowledge of QA Manual and Procedures.
- Knowledge of business operations and compliance programs.

**Experience**:

- Minimum of five (5) years’ experience in an administrative role, or the equivalent.

**Education**:

- Secondary School Graduation.
- Post-secondary training in Office/ Business Administration or similar field.

**Security clearance eligibility required**:
Reliability Status with Site Access Security Clearance (SASC), which has a minimum requirement of three (3) years of verifiable history in Canada, Australia, New Zealand, the United States and/or the United Kingdom.

**Working Conditions**:

- Majority of duties involve screen time, typing and sitting for extended periods of time.
- Ability to work under pressure and adhere to strict deadlines and confidentiality.
- Ability to work in an environment where fostering strong internal relationships is key to meeting deliverables
- Must be aware of and embrace the ever-changing work environment and proactively make recommendations to change. Must be a "change agent" who is willing to help others to accept and understand change, share their skills and proactively learn new skills.
- Applicant may be required to travel occasionally on request.

**Why CNL?**
Does working with a team across Canada to advance nuclear science and technology

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