Executive Administrative Assistant

5 months ago

Cambridge, Canada BWX Technologies Full time

BWXT Canada Ltd. is a world leader in design, engineering, manufacture, construction and service of nuclear power generation equipment. As a supplier of innovative, high-quality nuclear components and services we cater to a worldwide customer base. We take great pride in supplying highly engineered solutions that allow our customers to compete within the complex nuclear power generation industry.

We are looking for an experienced Executive Administrative Assistant - Field Services for our office in Cambridge, Ontario.

**JOB PURPOSE**

To provide administrative support to the Executive Vice President (EVP), Projects & Field Services. Support members of the Projects & Field Services leadership team, as required. Oversee the administrative functions within the Projects & Field Services business department by establishing and implementing key standards.

**JOB STRUCTURE AND COMMUNICATIONS**

**Job Structure**
- This job reports to the Executive Vice President of Projects & Field Services.
- This job has no direct reports however may act as an administrative lead within the department by establishing standards and overseeing the implementation of those standards.

**Communication**
- Open, honest dialogue with Executive Vice President; ability to recognize and maintain discretion during conversations of a sensitive and/or confidential nature.
- Regular communication with leadership team (i.e. reminders of upcoming deadlines, expectations, etc.), encourage open, honest dialogue.
- Establish and maintain cordial business relationships with customer executives, key suppliers, and their assistants.

**ACCOUNTABILITIES**

**EVP, Projects & Field Services support**
- Manage active calendar including scheduling travel, internal and external meetings and discussions.
- Complete Executive Vice President’s expense reports and monthly gas receipt submittal (for company vehicle) and review reports submitted by Executive Vice President’s direct reports prior to their review/approval.
- Ensure proper reviews / signatures completed prior to sharing internal and/or external documents with Executive Vice President for their approval / signature.
- Circulate all Projects & Field Services documents requiring corporate approval via DocuSign (i.e. ADMs, deviation memos, Agreements, etc.) following proper routing order and follow up to ensure completion.
- Track incomplete compliance training for Projects & Field Services (issued by corporate and Commercial Operations) and follow up to ensure timely completion.
- Review monthly events/meetings internally and with key external customers to align participation by the Executive Vice President or the leadership of the Projects & Field Services team.
- Coordinate standing meetings and financial reviews conducted by the Project & Field Services business; distribute agendas and, as applicable, take and distribute meeting minutes and action items, including follow-up of actions.
- On a weekly basis, consolidate and prepare reports on behalf of the EVP for submission to the Executive Assistant to the President of Commercial Operations.

**Projects & Field Services leadership team support**
- Participate as an adjunct member of the Projects & Field Services leadership team including assisting in scheduling and attending meetings.
- Coordinate and consolidate drafting of materials from the Projects & Field Services leadership team and project managers, in support of:
a) the President’s Commercial Operations Business Review with the CEO / CFO as well as the BWXT Board of Directors’ presentations each quarter;
b) presentations for the Executive Vice President to be given to customers regarding existing and potential projects; etc.
- Initiate and collect various business update requests on a timely manner: project, safety, quality and financial updates from leadership team and support groups.
- Ensure submission due date is achieved while allowing sufficient time for review, editing and follow ups.
- Assist with the timely submission of high-quality price approval documents to the office of the President of Commercial Operations as needed.
- Assist in coordinating the agenda of Projects & Field Services leadership team meetings and offsite meetings.
- Maintain Projects & Field Services organization charts.

**KNOWLEDGE AND EXPERIENCE**
- College diploma in Business Administration or similar program.
- Minimum 10 years’ experience in an office environment (preferably in a manufacturing and/or field
services/projects environment) of which 5+ years working as an Executive Assistant.
- Highly proficient with Microsoft Office programs (Outlook, Word, Excel, and Power Point) and
Adobe Acrobat.
- Experience with DocuSign is and asset.

**Key Attributes**
- Excellent time management and organizational skills.
- Effective and professional communication (with internal and external customers).
- Team player who also works efficiently as an independent contributor to produce quality product
with m

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