Senior Administrative Assistant

Job title:

Senior Administrative Assistant

Company

Canadian Nuclear Laboratories

Job description

Are you looking for a role that will challenge you? If you answered yes, then this may be the job for you!The Port Hope Area Initiative (PHAI) is a federal initiative to clean up historic low-level radioactive wastes (LLRW) situated in the Municipality of Port Hope and the Municipality of Clarington. The PHAI has a very high public profile and is a top priority for the Government of Canada as well as the Municipalities of Port Hope and Clarington. The PHAI includes as follows:

• Two individual projects (based on Municipal boundaries) – The Port Hope Project and the Port Granby Project.
• Clean-up of historic LLRW based on project-specific criteria.
• Consolidate the waste into new engineered above-ground mounds designed to encapsulate and isolate the wastes from the local environment.
• Financial sponsorship by Natural Resources Canada.
• Project oversight and contracting by Canadian Nuclear Laboratories (CNL).
• Licensing by the Canadian Nuclear Safety Commission (CNSC).
• Coordination with Cameco’s Vision in Motion project and the Municipality of Port Hope.

This position reports directly to the Executive Administrative Assistant to provide daily administrative assistance to the General Manager and Deputy General Manager as well as to the Integrated Work Control and Northern Transportation Route teams. It is expected that this position will execute all General Manager’s Office activities as assigned by the Executive Administrative Assistant, General Manager, and Deputy General Manager. Assignments would include, but are not limited to:

• Provide general support in all matters to ensure the efficient functioning of the department.
• Provide business administrative support to the Executive Administrative Assistant, General Manager, and Deputy General Manager and liaise with Directors as appropriate.
• Act as front-line contact in directing internal and external queries.

What will you be doing!Administrative Support to the General Manager’s Office, as assigned by the Executive Administrative Asssistant:

• Assist with all document formatting, and ensure all documentation meets CNL standards and is uploaded to ATOM as required.
• Attend team meetings when required, capturing minutes and actions in the role of Senior Administrative Assistant.
• Organize, prioritize, and expedite the flow of information and documents as assigned within the General Manager’s Office to avoid unnecessary delays.
• Prepare correspondence using and maintaining electronic filing systems, and manage public folders and shared areas.
• Maintain the Port Hope organization chart and staff e-mail distribution lists based on staff changes.
• Act as the primary backup to the Executive Administrative Assistant and other Senior Admins as necessary.
• Assist with completing required hiring and selection paperwork.
• Assist in Scheduling all internal and external interviews as required.
• Meet with the General Manager’s Office and Directors to discuss selections and schedule all internal and external interviews as required.
• Work with HR Recruitment Coordinator to ensure all requirements are met for onboarding and complete new arrivals information.
• Assist the Executive Administrative Assistant in scheduling performance reviews, Powered by People reviews, and responses to correspondence.

Administrative Support to General Manager & Deputy General Manager:

• Assist with making travel arrangements for the General Manager’s Office as required (hotel bookings, car rentals) and utilizing Expense CNL to process expense claims.
• Prepare and distribute Delegation of Authority notification.
• Prepare special assignments/projects as directed by the General Manager’s Office.

Provide Administrative Support to Integrated Work Control Team / NTR:

• Provide Outlook Calendar Management as required.
• Assist with all document formatting, and ensure all documentation meets CNL standards and is uploaded to ATOM as required.
• Attend team meetings when required, capturing minutes and actions in the role of Senior Administrative Assistant.
• Assist with making travel arrangements for the Integrated Work Control (IWC) and Northern Transportation Route (NTR) team as required (hotel bookings, car rentals, etc.) and utilizing Expense CNL to process expense claims.
• Prepares correspondence using and maintaining electronic filing systems, and manages public folders and shared areas.

What we are looking for:Abilities and Skills:

• Knowledge of computers and software including Office 2013 Suite, Sharepoint, and Adobe/Foxit Phantom to be able to develop and review customized charts, reports, presentations, and technical documents.
• Oral and written communication skills are essential to communicate effectively with staff, management, and contractors.
• Capability of working independently to meet established deadlines.
• Knowledge of administrative best practices, and current standards.
• Understanding of basic financial/accounting practices in order to provide administrative assistance pertaining to budget issues.
• Must possess excellent business/administrative skills and demonstrate an ability to learn and adapt to software and technical changes.
• Must demonstrate technical excellence with sound working knowledge of computers with the ability to understand, use, apply, and combine a variety of software. Working knowledge of office equipment.
• Must have the ability to work, plan and prepare own work schedule; develop, measure, and assess goals; manage time, all under demanding and diverse situations and stressful deadlines.
• Creativity, innovation, flexibility, and adaptability are required to handle the multiple priorities and schedule pressures of the department.
• Good judgment, initiative, strong drive, positive attitude, and consistent, careful attention to detail are essential in this position to solve problems, obtain, and analyze data. Initiative and judgment required in an environment of changing and conflicting priorities.
• Ability and willingness to work with minimum supervision in a high pressure, team environment that requires initiative, confidentiality, and demonstrated ability to work effectively with all levels of personnel both in person and on the telephone.
• Supporting the team in the hiring process.
• Establishing accurate maintenance of files and HR information in order to provide readily available updates. Preparing Human Resource documentation and Hiring documentation for approval.
• Management and organization of any SharePoint sites (including but not limited to uploading and formatting documentation related to monthly reporting, maintaining tracking spreadsheets for management use, providing updates to management and staff, etc.).

Education:College Diploma in a related discipline (eg. Office Administration) with 2-3 years of administrative experienceorSuccessful completion of secondary school (Grade 12) with a minimum of 5 years of related experienceSecurity clearance eligibility required:Reliability Status with Site Access Security Clearance (SASC), which has a minimum requirement of 3 years of verifiable history in Canada, Australia, New Zealand, the United States and/or the United Kingdom.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 pacesetters 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.We offer a complete total rewards package :

• paid time off (vacation, sick, floater & personal);
• benefits effective day one, that’s right, no waiting period;
• tuition support
• 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.

Location:CNL’s Historic Waste Program Management Office is in Port Hope, Ontario’s beautiful and historic community. Roughly 100 km east of Toronto, it is still close enough to the “Big City” without all the hassle of being in the “Big City”. As a leader in environmental remediation at nuclear and radiologically contaminated sites, CNL is implementing the Port Initiative on behalf of Atomic Energy of Canada Limited. The cleanup of historic Low-Level Radioactive Waste by CNL in Port Hope and Port Granby in Ontario demonstrates Canada’s commitment to the safe, long-term storage and management of nuclear waste.CNL works with employees across our Canadian locations to enable a hybrid workforce where possible. Our Hybrid employees work with their manager to establish expectations for when they will be on-site vs. working from home.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. Read our DE&I Commitment ( ) further.CNL also supports a workplace environment and corporate culture built on our Core Values: respect, Teamwork, Accountability, Safety, Integrity, and Excellence. These values 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 regarding accommodation requests will be kept confidential.CNL respectfully acknowledges that the Historic Waste Program Management Office and the Port Hope Area Initiative projects are situated on the treaty lands of the Williams Treaties First Nations, specifically the treaty signed with the Mississauga First Nations of Alderville, Curve Lake, Hiawatha and Scugog Island.#LI-HYBRID

Expected salary

Location

Port Hope, ON

Job date

Fri, 31 May 2024 07:16:38 GMT

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