Executive Administrative Assistant

Location: Renfrew County and Lanark Highlands Township (Deep River)

Are you looking for a role that will challenge you and allow you to work at the executive level? Do you enjoy managing priorities, coordinating complex information, and supporting senior leaders in a fast‑paced environment? Would you like to take on a leadership role where you help ensure smooth operations, effective communication, and high‑quality administrative processes? If so, our Chalk River office is looking for an Executive Administrative Assistant to support senior leadership — apply today!

What will you be doing!

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.

What We Are Looking For

Education

Post‑secondary training in Office or Business Administration.

Experience

6‑8 years of relevant experience.

Knowledge, Skills & Abilities

S…