Administrative Assistant
4 days ago
Are you looking for a role that will challenge you?
Would you like to make a difference in the Environment?
If you answered yes, our Pinawa, Manitoba location is looking for an **Administrative Assistant** to provide administrative support to Whiteshell Laboratories (WL) Training and Development Manager, Supervisory and staff by conducting and coordinating training administration-related duties and responsibilities. Can you see yourself supporting the training team? Does the idea of growing your skill set in a dynamic work site interest you? If you answered yes, then this may be the job for you
Canadian Nuclear Laboratories (CNL) employees perform all duties in accordance with established health and safety and regulations/guidelines, policies and procedures (i.e. utilizing personal protective equipment as per safe work procedures). Notifying management or supervisor of all occurrences, injuries, illnesses or safety and health concerns which are likely to harm themselves, their co-workers or any other on the premises in a timely manner and in accordance with established reporting requirements.
**What will you be doing?**
- Performing and managing a variety of sensitive and demanding administrative support duties while maintaining an effective and efficient office operation to meet business objectives.
- Preparing and organizing a variety of material with mínimal instruction and guidance.
- Providing administrative assistance for training branch 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 Branch Manager to organize time and arrange/maintain schedule of meetings, managing MS Outlook calendar, arranging travel, scheduling appointments, meetings, assisting in the preparation of presentation material and set up meetings rooms.
- Processing rosters and training records in CNL Learning Management System; maintaining hard and electronic copy filing systems and ensuring efficient document storage and retrieval.
- Act as the first line contact for training-related questions, obtaining and providing information to stakeholders within and outside the organizations ensuring timely and accurate response.
- Tracking training requirements of decommissioning projects and reporting on variances to Branch Manager.
- Preparing and formatting documents, reports and spreadsheets as required and obtaining reviews and signatures as needed
- Acting as liaison between Manager 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.
- Tracking and reconciling employee timesheets and employee leave.
- Disseminating information from WL Leadership to WL Training and Development (T & D) staff.
- Maintaining adequate supplies of office materials by ordering stocks and purchasing other standard items as requested. Preparing i-req’s for quotes and/or purchase orders.
- Making travel arrangements for Department employees including flights, hotel and rental car reservations, coordinating destination information to ensure smooth travel.
- Creating expense reports when requested and following up for staff members.
- Communicating all training requirements to the branch and ensuring all mandatory training is complete and up to date.
- Creating and maintaining training rosters, training schedules, and classroom bookings.
- Participating in WL Restoration Project (WLRP) activities including United Way and other site events throughout the year.
- Working alongside Talent Acquisition Advisor creating and maintaining all hiring folders, booking interviews, and conducting reference checks upon request and assisting with onboarding of new employees within T & D.
- Maintaining confidentiality in all matters.
- Providing back up for colleagues in similar administrative roles in the Department as required.
- Other duties as assigned by Manager.
**What we are looking for-**
- Must be proficient with web-based systems such as Oracle, with the ability to learn and adapt to work related software (i.e. CNL Learning Management System).
- Ability to use general office equipment such as printers, fax machines, photocopiers, scanners, projectors, and audio-video conference devices.
- Good interpersonal skills, along with efficient and effective communication and organization skills.
- Must have the ability to maintain and update databases, track and gather data, and compile reports.
- Must have good time management skills.
- Must have strong initiative, a drive to succeed, a positive attitude with consistent careful attention to details.
- Must be committed to quality work and professional standards, and dedicated to the successful completion of all requirement
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