Position Description

Administrative Assistant - 16m TERM
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INTRO

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports the La Prade Section head, team and manager through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

DUTIES

  • Coordinating the workflow of La Prade Section Head and team
  • Manage scheduling of meetings and appointments
  • Coordinate meetings, such as booking rooms, sending invites, ordering catering
  • Review incoming correspondence and electronic mail and take appropriate action.
  • Prepare correspondence, minutes, action lists; and prioritize commitments
  • Track and follow-up on actions placed on La Prade Section head and other division staff
  • Act as liaison between La Prade Section head/Manager and division staff
  • Arranging/coordinating travel
  • Maintain accurate office records and files/follow-up system for outstanding issue
  • Support for tasks related to the Heavy Water inventory, sampling, sales, and transports.

Ensuring reports meet CNL standards

  • Adhering to CNL's corporate document standards and rules (formats, storage and numbering protocols).
  • Work with various groups both within and outside of the departments to ensure reporting requirements are met
  • Reviewing and updating documents (formal documents, presentations, spreadsheets) to ensure format requirements are met
  • Communicates objectives, directives, policies/procedures, and general information to staff, and ensure quality of cross-functional administrative processes.

Provide support with protected sensitive Human Resource / Finance / Security / dosimetry / Radiation protection information

  • Handle sensitive and confidential information pertaining to all levels of Departmental and/or Divisional staff
  • Classification and submission of invoices (Non-PO and PO related) to Accounts Payables
  • Prepare iReq’s for quotes and/ or purchase orders for work material/ tools/ equipment/ PPE&C and services contract for La Prade site
  • Collaborate with CNL (CRL) security department for the review and completion of the security clearance process for La Prade staff, contractors, and new applications (staff and contractors).
  • With Group 1 Radiation Surveyor, manage information regarding Dosimetry TLDs. Responsible to ship and receive the TLDsand ensure forms are completed and send to CNL Dosimetry department.
  • Recording the bubblers system data in the database
  • Uploading the Radiation Protection Compliance Reports for LaPrade

Responsible for regular (not RAM) shipments and receipts on site

  • Prepare shipping documentation and receiving reports adhering to CNL's document standards and rules (formats, storage and numbering protocols).
  • Wrap and secure the material, equipment or instrument to ship
  • Verify the material, equipment or instruments received on site and take appropriate action.

QUALIFICATIONS

Education

  • Secondary School Graduation
  • Post-secondary training in Business Administration an asset
  • Must successfully complete the Radiation protection Group 4 training (Provided by CNL)

Experience

  • Two years of experience in an administrative assistive role, or the equivalent

Abilities and Skills

  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel
  • Detail oriented and comfortable working in a fast-paced office environment
  • Excellent written communication skills in both French and English Language
  • Superior organization skills and dedication to completing projects in a timely manner
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Can work independently without supervision
  • Must be "Team" oriented with demonstrated ability to work well with others and promote positive work environment. Demonstrated leadership skills with ability to train and develop others.
  • Demonstrates tact, diplomacy, trust, and discretion in handling of sensitive and confidential information

Job/Industry Specific Knowledge

  • Knowledge of office management systems and procedures
  • Experience in, or willingness to be trained in, the use of CNL business systems: ORACLE, ATOM, etc.
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