Administrative Assistant

Administrative Assistant

Provides high‑quality administrative support to the security and operations team at Whiteshell Laboratories while ensuring the smooth operation of day‑to‑day activities. Works in a fast‑paced environment, handling sensitive information, managing schedules, coordinating logistics, and supporting safety and regulatory compliance.

Responsibilities

• Schedule appointments, meetings, teleconferences, and videoconferences; arrange catering, travel, and meeting materials.
• Manage calendars, track deadlines and priorities, and coordinate daily administrative activities.
• Sort mail, process purchase orders, and perform document management, photocopying, and scanning.
• Respond to internal and external inquiries via phone, email, and other communication channels.
• Organize meetings, workshops, and special events on behalf of the Security Manager and Security Operations Lead.
• Compose, format, and distribute correspondence, agendas, meeting minutes, reports, presentations, and other documentation.
• Maintain departmental filing systems, electronic records, shared drives, and public folders.
• Handle sensitive and confidential information with discretion and professionalism.
• Participate in required safety, operational, and professional development training programs.
• Share knowledge and best practices with team members to support continuous improvement.
• Maintain current skills and knowledge through training, seminars, assigned readings, and learning activities.
• Identify, report, and support resolution of real or potential safety hazards.
• Follow established health, safety, and security procedures, including the use of required personal protective equipment (PPE).
• Contribute to a safe work environment by actively participating in site safety initiatives and training programs.
• Provide administrative support for financial, CNSC engagement, weekly, monthly and annual reporting requirements, and regulatory audit preparations.
• Provide back‑up to WL Security Training Coordinator and WL Security Operations administrator as required.
• Assist the Security Training Coordinator to monitor and coordinate employee training activities and records.
• Interact with other Administrative Assistants.
• Perform other duties as assigned by your manager.

Qualifications

• Education
  • Secondary school graduation, plus one year post‑secondary in Office Administration or related program, or an equivalent in experience.
• Experience
  • Minimum of 5 years related experience, or equivalent experience.
  • Experience with electronic document management systems (e.g., ATOM); knowledge of DevonWay, myCNL webpage, MS Access, and Visio is an asset.
• Knowledge, Skills & Abilities
  • Safety‑first attitude.
  • Initiative, good judgment, and the ability to handle changing priorities.
  • Excellent interpersonal, written, and oral communication skills.
  • Tact, diplomacy, and discretion in handling sensitive and confidential information.
  • Responsibility, accountability, and professionalism.
  • Team orientation and ability to interface with internal/external clients.
  • Knowledge of company policies, procedures, organizational structure, and the Whiteshell Laboratories site.
  • Knowledge of Quality Assurance and regulatory requirements is an asset.
  • Adaptability, proactive learning, and willingness to support change.
  • Punctuality, dependability, and safety‑mindedness.
  • Attention to detail and accuracy.
  • Proficiency in editing and handling large documents.
  • Strong computer skills—MS Office Suite (Word, Outlook, Excel, PowerPoint) and office equipment (printers, fax, photocopiers, scanners).
• Security Clearance Eligibility Required
  • Level 2 Secret requires a minimum of 7 years of verifiable history in Canada, Australia, New Zealand, the United States, and/or the United Kingdom. Security screening follows the Treasury Board of Canada Secretariat’s “Standard on Security Screening” and the “Policy on Gove