Administrative Assistant, WL Security

Job title:

Administrative Assistant, WL Security

Company

Canadian Nuclear Laboratories

Job description

Are you looking for a role that will challenge you?If you answered yes, our Whiteshell Laboratories (WL) site located near Pinawa, Manitoba is looking for an Administrative Assistant for the Security department. This position is in support of the Security Manager at the Whiteshell Laboratories. The incumbent performs and manages a variety of sensitive and demanding administrative support duties to maintain an effective and efficient office operation. Does this pique your interest? If you answered yes, then this may be the job for you!What will you be doing?

• Scheduling appointments and meetings (including tele/video conferencing).
• Preparing folders for meetings, arranging catering, sorting mail, placing purchase orders, photocopying/scanning, maintaining calendars, and arranging travel.
• Tracking deadlines and priorities.
• Handling all aspects of communications such as responding to queries, internal and external telephone inquiries, and email communication, as appropriate.
• 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.
• Document formatting.
• Providing administrative support for financial, Canadian Nuclear Safety Commission (CNSC) engagement, weekly, monthly and annual reporting requirements, and regulatory audit preparations.
• Preparing, processing, formatting documents and reports, obtain reviews and signatures as required.
• Providing copy editing of documents to make sure they adhere to procedural requirements and conform to observations and recommendations received from the Safety Review Committee.
• Composing and formatting correspondence, agendas, minutes of meetings, data, and presentation material.
• General office duties including typing, photocopying, maintaining office equipment, restocking of supply cupboards, scanning, booking conference rooms, arranging catering, etc.
• Assisting the Security Training Coordinator to monitor and coordinate employee training activities and records.
• Acting as liaison between their supervisor and their direct reports.
• Assisting staff and others as required in the preparation of standard, high-quality material.
• Maintaining department and electronic filing systems, managing public folders and shared areas.
• Provide back-up to WL Security Training Coordinator as required.
• Provide back-up to WL Security Operations Admin as required.
• Maintaining confidentiality in all matters.
• Participate and maintains up-to-date, all safety and operational training offered through the company.
• Shares learned knowledge and skills with peers.

Other Related Responsibilities:

• Assumes personal responsibility and is accountable for maintaining current skills by attending all training required by the site, viewing assigned videos, reading articles and participating in seminars as required.
• Identifying and reporting any real or potential safety hazards; wearing all safety equipment related to your position as well as participating in all safety-training offered through the facility.

What we are looking for:Someone who has the ability to:

• Facilitate staffing issues, handle sensitive and confidential information.
• Coordinate and draft various reports, e.g., weekly reports to stakeholders.
• Handle all aspects of communications, i.e., responding to telephone inquiries, recording accurate messages, re-directing calls as appropriate.
• Demonstrate a “safety first” attitude.
• Exhibit a great deal of initiative and good judgement.
• Display excellent interpersonal, written and oral communication skills.
• Demonstrate tact, diplomacy, trust and discretion in handling of sensitive and confidential information.
• Be a responsible, well-organized, and reliable individual, who is highly motivated.
• Possess a professional attitude.
• Use initiative and apply judgment in an environment of changing and often conflicting priorities.
• Be team oriented.
• Effectively interface with internal/external clients, particularly those at other sites or external to CNL, and promote a positive work environment.
• Demonstrate knowledge of the Company’s general policies and procedures, organization structure, and the Whiteshell Laboratories site.
• Demonstrate knowledge of Quality Assurance and regulatory requirements would be an asset.
• Embrace the ever-changing work environment and proactively make recommendations to change, be willing to help others to accept and understand change, share their skills, and proactively learn new skills.
• Use initiative and judgement to organize and maintain flow of work and accuracy of records.
• Detail oriented with the ability to meet deadlines.
• Demonstrate responsibility and accountability for accurately handling the details associated with one’s work.
• Demonstrate excellent interpersonal communication skills.
• Maintain successful working relations at all levels within the organization and with external stakeholders.
• Troubleshoot situations and work with peers and other stakeholder to resolve issues in a timely manner.
• Seek guidance and maintain a questioning attitude.
• Work with minimal supervision.
• Work extended hours and off normal work shifts to support project needs.

Experience

• Minimum of 5 years related experience, or the equivalent.

Education

• Secondary school graduation, 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.
• 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.#LI-POST

Expected salary

Location

Whiteshell, MB

Job date

Thu, 21 Mar 2024 04:36:24 GMT

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