Executive Administrative Assistant

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

We are looking for an  Executive Administrative Assistant  for our Peterborough, Ontario site.

BWXT NEC’s Fuel Handling and Engineered Solutions group is involved in the design, manufacture, development, testing, parts supply, and service of on‑power refueling, reactor maintenance, and nuclear medicine delivery tooling sold around the world. We are the original designer of the automated systems that allow 24/7 on‑power refueling of CANDU reactors and aim to solve some of the Nuclear Industry’s most challenging problems.

Location
Peterborough, ON

Our Role
We are seeking a highly organized and proactive  Executive Administrative Assistant  to support our local Director(s) and the broader management team. This role is central to office operations and serves as the primary point of contact for staff, internal stakeholders, and external partners. The Executive Assistant will manage a wide range of executive‑level responsibilities including information coordination, corporate travel, preparation of high‑quality documentation, and support for strategic initiatives.

This is a role for someone who thrives in a dynamic environment, anticipates needs, and brings a professional and approachable demeanor to every interaction.

Your Day to Day
Executive & Administrative Support

Provide comprehensive administrative support to the Executive team.

Extract, manipulate, and analyze data from Excel, databases, and other internal systems.

Plan, schedule, and execute special projects.

Research, draft, and prepare background materials, presentations, reports, and briefing notes.

Receive, redirect, and respond to communications on behalf of the Director, ensuring urgent matters are prioritized.

Create polished materials and presentations for meetings.

Manage complex travel arrangements (airfare, accommodations, transportation, itineraries).

Prepare and process expense reports.

Support ongoing improvements to management system processes and procedures.

General Office Operations

Serve as a positive, professional liaison across departments and organizational levels.

Maintain document control, ensuring compliance and accuracy in filing, editing, and distributing materials.

Create and manage office administrative systems and services.

Identify and implement best practices in office administration.

Support new employee onboarding (workspace setup, organization charts, general admin support).

Assist with inter‑office committees and project‑based tasks, including agendas, minutes, and document preparation.

Support Employee Engagement initiatives, Employment Equity activities, and Recreation Association events.

Oversee office operations, including room bookings, catering, visitor coordination, and workflow optimization.

Monitor kitchen, meeting spaces, and common areas; coordinate cleaning and re‑ordering of supplies.

Other Duties
This role may expand or shift based on organizational needs. Additional duties may be assigned to support evolving priorities.

Required Qualifications

Minimum 2 years of relevant administrative or executive support experience.

Strong knowledge of business office procedures and workflows.

Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Excellent verbal and written communication skills.

Highly organized with exceptional attention to detail.

Proven ability to manage competing priorities and work effectively under pressure.

Strong interpersonal and relationship‑building skills.

Demonstrated initiative and ability to anticipate needs.

Effective problem‑solving skills.

Experience with travel bookings, meeting coordination, expense reporting, and agenda preparation.

Familiarity with AI Tools

Experience using AI tools to enhance productivity (e.g., document drafting, research summarization, scheduling optimization, presentation preparation, workflow automation).

Comfort experimenting with technology solutions that improve efficiency and office processes.

Ability to identify opportunities where AI tools can streamline tasks or support decision‑making.

Desired Qualifications

Highly accountable and reliable.

Flexible and adaptable to change.

Professional, friendly, and approachable.

Enthusiastic, curious, and willing…