Administrative Assistant, WL Security
Canadian Nuclear Laboratories
- Whiteshell, MB
- Permanent
- Full-time
- 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.
- 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.
- 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.
- Minimum of 5 years related experience, or the equivalent.
- Secondary school graduation, plus one year post-secondary in Office Administration or other similar program, or the equivalent in experience.
- 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.