Executive Administrative Assistant

• Executive & Office Coordination:

• Coordinating the daily workflow of the Vice‑President, Compliance and Vice‑President, Mission Optimization offices.
• Acting as a liaison between executive leadership and the line organization by requesting, reviewing, and distributing information and executive materials.
• Providing direction to directors on administrative processes, reporting requirements, and documentation standards.
• Managing complex and confidential materials independently with minimal instruction and guidance.
• Arranging domestic and international travel, managing executive calendars, coordinating special meetings and site visits, and responding to written and verbal inquiries.
• Drafting and preparing executive correspondence, briefing notes, presentations, and visual materials on behalf of the Vice‑Presidents.
• Gathering, organizing, and maintaining sensitive and privileged information in electronic and hard‑copy filing systems.
• Document Control & Reporting Standards:

• Preparing, issuing, retrieving, and maintaining records and documents in accordance with approved corporate and Quality Assurance protocols.
• Ensuring executive‑level correspondence, briefings, and reports meet Canadian Nuclear Laboratories' documentation and governance standards.
• Maintaining organized electronic filing systems to enable timely and efficient access to information.
• Tracking reporting deliverables and providing status updates and supporting documentation for scorecards and projects.
• Human Resources & Financial Administration Support:

• Handling sensitive and confidential Human Resources and financial information across all levels of the organization.
• Supporting Vice‑Presidents, Directors, and Managers in preparing promotion and staffing cases.
• Coordinating meetings and consolidating inputs for Human Resources processes, including performance management cycles.
• Producing ad hoc reports and documentation to support Human Resources, Finance, and corporate initiatives.
• General Office Administration:

• Tracking and ordering office supplies as required.
• Performing photocopying and printing services.
• Submitting and following up on maintenance and Information Technology service requests.
• Preparing and submitting expense reports.
• Committee, Program & Continuous Improvement Support:

• Supporting Chalk River Accountability Board administration by scheduling agenda items, coordinating meetings, maintaining SharePoint content, and tracking actions in Integrated Management Action and Performance Tracking.
• Coordinating continuous improvement workshops and process review sessions.
• Preparing agendas, participant lists, calendars, and meeting invitations.
• Booking meeting spaces, virtual platforms, audio‑visual equipment, and supplies.
• Assembling and distributing pre‑work materials, data packages, and templates.
• Coordinating catering, room setup, and logistics for in‑person events.
• Administrative Leadership & Team Support:

• Acting as an informal administrative lead within the Compliance and Mission Optimization line organization.
• Leading the resolution of escalated administrative issues.
• Coordinating the collection of required information and reports from administrators and line management.
• Supporting other administrative staff in navigating procedures and processes.
• Coordinating administrative workflows and deliverables rolling up to the Vice-President's offices.
• Providing training, work instruction, coaching, and feedback to new or junior administrative staff.
• Other duties as assigned by your manager.

• Education

• Post-secondary training in Office or Business Administration.
• Experience

• 6-8 years of relevant experience.
• Knowledge, Skills & Abilities

• Superior interpersonal skills, efficient and effective communication (written and oral) and organizational skills are essential, as well as great planning skills and a highly organized approach to work.
• Must possess excellent business/administrative skills and have demonstrated the ability to quickly learn and utilize new applications that support business operations.
• Advanced knowledge of Microsoft Office Products (Word, Outlook, PowerPoint, Excel) and SharePoint required.
• Must be team-oriented with demonstrated ability to work well with others and promote a positive work environment.
• Demonstrated leadership skills with the ability to train and develop others.
• Demonstrated tact, diplomacy, trust and discretion in handling of sensitive and confidential information.
• Ability and willingness to work with minimum supervision in a high-pressure, team environment that requires initiative, confidentiality, and demonstrates ability to work efficiently with all levels of personnel, both in person and on the telephone and in remote-work situations.
• 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. 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 schedule: Five (5) days per week, seven and a half (7.5) hours per day for a thirty-seven and a half (37.5) hour work week.
• Demanding and diverse situations, stressful deadlines, and multiple priorities.
• Tight schedules and, on occasion, extra hours of work.

• Paid time off: vacation, sick, personal, and floater days
• Benefits effective Day One – no waiting period
• Tuition support to help you keep learning and growing
• A defined-benefit pension plan or a defined-contribution pension plan, depending on your employee group, to support your long‑term financial security

• Delivering clean energy for today and tomorrow
• Restoring and protecting the environment
• Contributing to the health of Canadians

• Respect
• Teamwork
• Accountability
• Safety
• Integrity
• Excellence

Canadian Nuclear Laboratories