Administrative Assistant (Security)

Job title:

Administrative Assistant (Security)

Company

Canadian Nuclear Laboratories

Job description

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 Whiteshell Laboratories (WL) site located near Pinawa, Manitoba is looking for an Administrative Assistant (Security) – onsite for the Security department. The administrative assistant performs and manages a variety of sensitive and demanding administrative support duties to maintain an effective and efficient office operation providing support to the Security Manager and to the Security Operations Lead. Does this pique your interest? If you answered yes, then this may be the job for you!

What will you be doing?

· Preparing, processing, formatting documents and reports, obtaining reviews and signatures.

· Providing copy editing of documents ensuring they adhere to procedural requirements and conform to observations and recommendations received from the Safety Review Committee.

· Providing back-up to WL Security Training Coordinator as required.

· Acting as assistant to the Security Manager and Security Operations Lead by helping to organize their time, i.e., arrange/maintain schedules of meetings, maintaining MS Outlook calendar, arranging travel, scheduling appointments, arranging teleconference and video conference meetings, assisting in the preparation of presentation material and in the setup of equipment, coordinating external meetings, etc.

· Acting as liaison between the supervisor and their direct reports, assisting staff and others in the preparation of standard, high-quality material, i.e., composing routine correspondence, formatting, and issuing correspondence.

· Participating in the operation and maintenance of department record keeping systems (both electronic and hard copy).

· Purchasing office supplies and other materials using e-Procure/Oracle.

· Weekly keying-in staff timecards efficiently and accurately.

· Monitoring staff leave throughout the year.

· Coordinating and drafting various reports, e.g., weekly reports to stakeholders.

· Facilitating staffing issues, handling sensitive and confidential information.

· Handling all aspects of communications, i.e., responding to telephone inquiries, recording accurate messages, re-directing calls as appropriate.

· Assisting the Security Training Coordinator by monitoring and coordinating employee training activities and records.

· Interacting frequently with other Administrative Assistants.

· Undertaking special assignments on behalf of the Security Manager/Security Operations Lead, such as organization of meetings and workshops with both internal and external participants.

· Tracking deadlines and priorities.

· Demonstrating a “safety first” attitude.

· Exhibiting a great deal of initiative and good judgement.

· Demonstrating tact, diplomacy, trust, and discretion in handling of sensitive and confidential information.

· Demonstrating responsibility and is accountable for accurately handling the details associated with one’s work.

· Embracing the ever-changing work environment and proactively make recommendations to change, be willing to help others to accept and understand change, sharing skills, and proactively learning new skills.

· Meeting deadlines.

· Demonstrating responsibility and showing accountability for accurately handling the details associated with one’s work.

· Maintaining successful working relations at all levels within the organization and with external stakeholders.

· Working extended hours and off normal work shifts to support project needs.

· Maintaining confidentiality in all matters.

· Other duties as assigned by manager.

What we are looking for:

· Must possess good knowledge of the correct usage, spelling, and punctuation of the English language, and must be highly experienced and proficient in editing and handling large documents.

· Must have or be able to acquire working knowledge of CNL’s formal document template and forms; quick turn-around in the production of documents is essential; experience in document control would be a definite asset.

· Must have a sound working knowledge of computers with the ability to understand, use, apply and combine a variety of software. In particular, must have high working level knowledge of MS Office Suite (Word, Outlook, Excel and PowerPoint) and experience with electronic document management systems (such as ATOM); DevonWay, myCNL webpage, MS Access and Visio would be an asset.

· Must have an understanding of the shared area concept. Must have a working knowledge of office equipment such as laser and colour printers, FAX machines, photocopiers, and scanners.

· Excellent interpersonal, written, and oral communication skills are essential.

· Must be team oriented and have demonstrated the ability to effectively interface with internal/external clients, particularly those at other sites or external to CNL, and promote a positive work environment.

· Must be a responsible, well-organized, and reliable individual, who is highly motivated, and possesses a professional attitude.

· Demonstrated ability to use initiative and apply judgment in an environment of changing and often conflicting priorities.

· Knowledge of Quality Assurance and regulatory requirements would be an asset.

· Knowledgeable of the Company’s general policies and procedures, organization structure, and the Whiteshell Laboratories site.

Experience

· Minimum of five (5) years’ relevant experience.

Education

· Secondary school graduation diploma, plus one year post secondary in Office Administration or other similar program, or the equivalent in experience.

Security Eligibility Requirement

· Level 2 Secret which has a minimum requirement of 7 years of verifiable history in Canada, Australia, New Zealand, United States and/or the United Kingdom. CNL implements security screening in accordance with the Treasury Board of Canada Secretariat’s “Standard on Security Screening” and the “Policy on Government Security.”

Working Conditions

· Must possess normal physical agility necessary to perform all aspects of the work that involves bending, lifting and mobility.

· Must be capable of wearing and working in protective clothing and using equipment as required.

· Works in an office environment. Keyboard, telephone, Word, Excel, Outlook, Power Point, photocopier, scanner, printer and laminator are the major tools for this position.

· May be required to perform overtime.

Why CNL?

Does working with a team across Canada to advance nuclear science and technology for a clean and secure world speak to you? We’re reinventing ourselves to be the pace setters, so we can lead the charge in solving the problems that matter, like building the next generation of clean nuclear and hydrogen energy solutions, developing new and better-targeted cancer treatments, and continuing to lead the world in environmental remediation.

· Compressed work week! You get to work hard and enjoy more time with your family and friends. Work-life balance is an integral part of our overall health and well-being; at CNL, we value this.

· We offer a complete total rewards package:

o paid time off (vacation, sick, floater & personal days);

o benefits effective day one, that’s right no waiting period;

o tuition support;

o and a pension!

Do Our Priorities Resonate with You?

· Clean energy for today and tomorrow.

· Restore and protect the Environment.

· Contribute to the health of Canadians.

CNL’s Whiteshell is located in the beautiful and historic municipality of Pinawa, Manitoba, approximately one hour by vehicle from Winnipeg, MB. Pinawa is an excellent choice for people looking for peace and tranquility and those who love the outdoors.

CNL is committed to providing an atmosphere free from barriers that promotes equity, diversity and inclusion in achieving our mission. CNL welcomes and celebrates employees, stakeholders and partners of all racial, cultural, and ethnic identities.

CNL also supports a workplace environment and a corporate culture that is built on our Core Values: Respect, Teamwork, Accountability, Safety, Integrity and Excellence which encourage equitable employment practices and career prospects inclusive of accommodations for all employees.

CNL is committed to being an equal-opportunity employer. If you require accommodation measures during any phase of the hiring process, please indicate via our ATS when applying. All information received in relation to accommodation requests will be kept confidential.

CNL respectfully recognizes and acknowledges that the Whiteshell Site is located within the traditional territory of many Indigenous Nations, including those within Treaty 1, 3, and 5, and the homeland of the Red River Métis. CNL is thankful to have the opportunity to work on these traditionally and culturally significant lands and waterways.

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Expected salary

Location

Whiteshell, MB

Job date

Sat, 20 Jan 2024 07:03:34 GMT

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