This position is in support of the WL Decommissioning Project (WLDP) General Manager, Directors, Managers and staff at Whiteshell Laboratories (WL), and reports to the WLDP Executive Administrative Assistant. The incumbent performs and manages a variety of sensitive and demanding administrative support duties to maintain an effective and efficient office operation. Duties will include, but will not be limited to, the following tasks:
· Prepare, type, and format, documents and reports, including the importing of graphics and spreadsheets, obtaining reviews and signatures as required.
· Act as assistant by helping to organize time, i.e., arrange/maintain schedules of meetings, maintain MS Outlook Calendar, arrange travel, schedule appointments, arrange teleconferences and videoconference meetings, assist in the preparation of presentation material and in the setup of equipment, coordinate external meetings, etc.
· The incumbent will act as liaison between his/her supervisor and their direct reports, both in requesting and in distributing information, and assisting staff and others as required in the preparation of standard, high-quality materials, i.e., composing routine correspondence, formatting and issuing correspondence, participating in the operation and maintenance of recordkeeping systems (both electronic and hard-copy) as required, purchasing office supplies and other materials using e-Procure / Oracle.
· Coordinate and draft various reports, e.g. monthly business report, Balanced Scorecard, and Program reports, etc.
· Facilitate staffing issues, handling sensitive and confidential information.
· Handle all aspects of communications, i.e., responding to telephone inquiries, recording accurate messages, re-directing calls as appropriate, and responding to requirements from the General Manager’s Office in a timely manner.
· Monitor and coordinate employee training activities and records.
· General office duties including typing, photocopying, maintaining office equipment, restocking of supply cupboards, scanning, booking conference rooms, arranging catering, etc.
· Provide back-up assistance to the Executive Administrative Assistant for the WL Decommissioning Project and regularly interact with other D&WM Administrative Assistants. Provide support, as required, to other managerial staff within D&WM.
· Secondary school graduation, plus one year post-secondary in Office Administration or other applicable program, and a minimum of 2 to 4 years related experience, or the equivalent.
· Demonstrates “safety first” attitude. Exhibits a great deal of initiative and common sense.
· Excellent interpersonal, written and oral communication skills are essential.
· Demonstrate tact, diplomacy, trust and discretion in handling of sensitive and confidential information.
· Must possess good knowledge of the correct usage, spelling, and punctuation of English, and must be highly experienced and proficient in editing and handling large documents.
· Must have or be able to acquire working knowledge of AECL’s Formal Document Template and Forms; quick turn-around in the production of documents is essential; experience in Document Control would be a definite asset.
· Must be a responsible, well-organized, and reliable individual, who is highly motivated, and possesses a professional attitude. Demonstrated ability to use initiative and apply judgment in an environment of changing and often conflicting priorities.
· Must have a sound working knowledge of computers with the ability to understand, use, apply and combine a variety of software. In particular, must have high working level knowledge of MS Office Suite (Word, Outlook and PowerPoint); experience with TRAK/Action Tracking, myAECL Webpage, MS Access, and Visio would be an asset. Must have an understanding of the shared area concept. Must have a working knowledge of office equipment such as laser and colour printers, FAX machines, photocopiers, and scanners.
· Must be team oriented and have demonstrated the ability to effectively interface with other groups, particularly those at other sites or external to AECL, and promote a positive work environment.
· Knowledgeable of the Company’s general policies and procedures, organization structure, the Whiteshell Laboratories site, the Decommissioning & Waste Management Organizational unit.
· Knowledge of regulatory requirements would be an asset.
· Must 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.
AECL has an Employment Equity Program and encourages applications from women, Aboriginal Peoples, visible minorities and persons with disabilities.
We thank all applicants for their interest. Only those candidates selected for an interview will be contacted.