Executive Administrative Assistant

Position Number30795
Security Clearance Class 2 (B) Level 2 Secret
# of openings 1

Are you looking for a role that will challenge you? Can you see yourself leading and/or participating in staff management activities? If you answered yes, then this may be the job for you! Our Chalk River location is looking for an Executive Administrative Assistant to provide executive-level administrative assistance and support to the Vice-President, Health, Safety, Security and Environment (HSSE) .

What will you be doing!  

  • Acting as a liaison between the HSSE management team and the VP, both in requesting and distributing information, and assisting in the preparation of material (briefings, assessments, records), ensuring a high standard of accuracy and overall quality.
  • Undertaking administration of various HSSE and/or corporate committees (e.g. Crisis Management Team, Policy Committee, Safety Committee, etc.) on a monthly, quarterly and /or as needed basis and creates and maintains records from meetings. Manages information and ensure that accurate and sufficient documentation exists.
  • Providing direction to HSSE management and staff on approaches to processes, and reporting requirements, that is in alignment with corporate and /or HSSE Business Operations guidance.
  • Ensuring the effective and efficient administration and organization of a variety of complex and/or confidential materials with minimal instruction and guidance.
  • Arranging travel (domestic/international), appointments, handles oral and written enquiries, coordinates arrangements for special meetings and visits for the VP and his/her direct reports as required.
  • Preparing correspondence, visual aids, and briefing material – by either drafting these documents on the VP’s behalf, by working from verbal guidance or handwritten materials, and/or in conjunction with HSSE Business Operations staff.
  • Maintaining hard copy and electronic filing systems to provide quick-and-easy access to information.
  • Gathering and organizing complex information of a privileged/ sensitive nature.
  • Providing back up support on an as needed basis to other Executive and Administrative Assistants within CNL.
  • Resolving escalated issues related to office administration.
  • Coordinating the collection of required information and reports from other admin staff/HSSE line management.
  • Supporting other administrators in navigating procedures/ processes as well as coordinating workflow of other administrators for processes rolling up to the VP’s office.
  • Providing training on processes and procedures.
  • Providing work instruction as applicable, as well as feedback and training to new hires/ more junior levels.
  • Preparing, issuing and retrieving records and documents, such that all documents are in accordance with approved corporate or quality assurance protocols.
  • Preparing correspondence, visual aids, and briefing materials in a timely manner while maintaining a high level of accuracy.
  • Providing status updates and supporting documentation for various scorecard/project reporting (e.g. Contractor Assurance System metrics, Safety Improvement Plan actions, Safety Stand Down actions, etc.)
  • Reviewing, updating and maintaining HSSE web page information and resources, in collaboration with the HSSE Communications Officer.
  • Working with the Directors and/or Managers to assist in preparation of promotion cases.
  • Handling sensitive and confidential information pertaining to all levels of HSSE staff.
  • Coordinating meetings and gathers data from directors for various HR processes, such as performance management cycle, and succession planning rolling up to the VP Office.
  • Assisting in the budget process (reporting forecasts, accruals, submissions to Finance).
  • Completing day to day administration duties including but not limited to; management of calendars/schedules, tracking and ordering supplies, photocopying/printing, submitting maintenance/IT requests and submitting and tracking expense reports.
  • Other duties as assigned by your manager.

 What we are looking for:  

  • Someone who has the ability to:
    • Demonstrate superior interpersonal skills, efficient and effective communication (written and oral) and organizational skills, as well as excellent planning skills and a highly organized approach to work.
    • Quickly learn and utilize new applications that support business operations. (ATOM, ImpAct, Merlin, ServiceNow, myCority, etc.).
    • Demonstrate advanced knowledge of Microsoft Office products (Word, Outlook, PowerPoint, Excel).
    • Familiarity with Access and Project would be an asset.
    • Be team oriented with demonstrated ability to work well with others and promote a positive work environment.
    • Demonstrate leadership skills with ability to train and develop others.
    • Demonstrate tact, diplomacy, trust and discretion in handling of sensitive and confidential information.
    • 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, on the telephone and through video conferencing tools.
  • Experience:
    •  6-8 years of relevant experience, with increasing levels of responsibility.
  • Education:
    • Post-secondary education and training in Business Administration.
  • Security clearance eligibility required: Level 2 Secret which has a minimum requirement of 7 years of verifiable history in Canada, Australia, New Zealand, 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 Conditions:

  • Office environment, primarily sitting at a desk with significant computer screen time.
  • Demanding and diverse situations, stressful deadlines, multiple priorities.
  • High level of adaptability/flexibility; ability to cope with a changing environment.
  • Must be able to obtain and maintain a Level 2 (Secret) Clearance.
  • Willingness to work on site, remotely and/or travel to other CNL work locations; and work additional hours/flexible hours, as required.

Why CNL?

Does working with a team across Canada to advance nuclear science and technology for a clean and secure world speak to you?  We’re reinventing ourselves to be the pacesetters so we can lead the charge in solving the problems that matter, like building the next generation of clean nuclear and hydrogen energy solutions, developing new and better-targeted cancer treatments, and continuing to lead the world in environmental remediation.

We offer a complete total rewards package :

  • paid time off (vacation, sick, floater & personal);
  • benefits  effective day one, that’s right, no waiting period;
  • tuition support
  • and a pension!

Do Our Priorities Resonate with You?

  • Clean energy for today and tomorrow.
  • Restore and protect the Environment.
  • Contribute to the health of Canadians.


CNL’s Chalk River laboratory is nestled in the Ottawa Valley and affords our employees an area that is environmentally pristine with extensive forests, hills and numerous small lakes, all of which support a variety of wildlife typical to the southern edge of the Canadian Shield.   Many surrounding towns, such as Pembroke, Petawawa and Deep River, provide unparalleled outdoor adventures at your doorstep!  In fact,  Deep River was named the fourth best place to live in Canada in a recent ranking by movingwaldo.com.

CNL is committed to providing an atmosphere free from barriers that promotes equity, diversity and inclusion in achieving our mission. CNL welcomes and celebrates employees, stakeholders and partners of all racial, cultural, and ethnic identities.  Read our DE&I Commitment (Diversity, Equity and Inclusion at CNL – Canadian Nuclear Laboratories) further.

CNL also supports a workplace environment and corporate culture built on our Core Values: respect, Teamwork, Accountability, Safety, Integrity, and Excellence. These values encourage equitable employment practices and career prospects inclusive of accommodations for all employees.

CNL is committed to being an equal opportunity employer. If you require accommodation measures during any phase of the hiring process, please indicate via our ATS when applying. All information received regarding accommodation requests will be kept confidential.

The Chalk River Laboratories site is located on the unceded and unsurrendered territory of the Algonquin Anishinaabe people. As an organization, CNL recognizes and appreciates their historic connection to this place. CNL also recognizes the contributions that First Nations, Métis, Inuit and other Indigenous Peoples have made, both in shaping and strengthening this community in particular, and this province and country as a whole.