Administrative Assistant

Do you enjoy supporting scientific projects through strong organization, attention to detail, and efficient workflows? Can you see yourself coordinating high-quality documentation, handling confidential, time-sensitive information, and improving departmental processes that support important research and customer projects? If so, our Administrative Assistant opportunity may be the role for you

What you will be doing

- Coordinating departmental office workflows to support efficient operations and project delivery.
- Scheduling and coordinating meetings, including booking rooms, sending invitations, arranging catering, and liaising with housekeeping services.
- Reviewing incoming correspondence and taking appropriate action to ensure timely responses and follow-up.
- Preparing and distributing correspondence, meeting minutes, and action item lists.
- Arranging and coordinating business travel and related logistics.
- Gathering data and preparing reports to support departmental performance monitoring and decision-making.
- Maintaining action logs and tracking deliverables to ensure deadlines and commitments are met.
- Operating and troubleshooting general office equipment, including printers, scanners, photocopiers, and fax machines.
- Organizing, editing, formatting, and expediting technical reports and other documents to meet quality standards and deadlines.
- Coordinating document review workflows to support timely approval and delivery of departmental documents.
- Assisting staff with preparing, formatting, and issuing professional correspondence and communications.
- Ensuring documents comply with CNL corporate standards, formatting requirements, and document control practices.




- Reviewing and updating documents and presentations to ensure accuracy, consistency, and professionalism.
- Maintaining electronic filing systems to support efficient document storage, retrieval, and records management.
- Managing office supply inventories and coordinating the distribution of materials as required.
- Handling sensitive and confidential information related to personnel, financial, security, training, and departmental matters.
- Processing invoices and submitting documentation to Accounts Payable for payment.
- Preparing purchase requisitions for office supplies, equipment, and service contracts.
- Supporting recruitment activities by coordinating approvals, scheduling interviews, and communicating with candidates.
- Serving as the primary departmental contact for internal and external stakeholders, providing accurate information and timely responses.
- Providing administrative backup support to colleagues and other administrative professionals as required.
- Training and supporting junior, new, and casual administrative staff to ensure continuity and consistency of work.
- Participating in departmental and cross-functional initiatives aimed at improving processes, policies, and procedures.
- Supporting managers in the consistent application of departmental policies, procedures, and administrative processes.




- Preparing and disseminating departmental communications to ensure staff receive timely information, guidance, and instructions.
- Other duties as assigned by your manager.

What we are looking for:

- Education
- Successful completion of secondary school (Grade 12).
- Post-secondary training in Business Administration is an asset.

- Experience

- 2 to 4 years of related experience or college diploma in a related discipline (e.g., Office Administration).
- Experience in, or willingness to be trained in, the use of CNL business systems (e.g., Oracle, ATOM, ImpAct, RD Plan)

- Knowledge, Skills & Abilities

- Knowledge of administrative theories, concepts, and principles used to provide administrative support to the Department Manager, and knowledge of computers and software such as Microsoft Office and Adobe/Foxit Phantom to be able to develop customized charts, reports, presentations, and technical documents.
- Excellent oral and written communication skills to communicate effectively with all CNL staff, management levels, external organizations, and job candidates.
- Ability to work independently in a rapidly changing environment with conflicting priorities, using prioritization and planning skills to meet established deadlines.
- Team-oriented nature with a demonstrated ability to work well with others and promote a positive work workplace.
- Demonstrated leadership skills to train and develop junior administrative staff.
- Demonstrated tact, diplomacy, trust, and discretion in handling of sensitive and confidential information.
- Knowledge of administrative best practices, and current standards in ord

📌 Administrative Assistant (Chalk River)
🏢 CANADIAN NUCLEAR LABORATORIES
📍 Chalk River