Executive Assistant

Executive Assistant Are you looking for a role where you can support senior leadership, influence operational effectiveness, and help drive the success of a dynamic organization? Can you see yourself managing executive priorities, coordinating critical activities, and serving as a trusted resource to leaders and teams? If you answered yes, this may be the job for you. Our Chalk River location is looking for an Executive Assistant to provide high-level administrative support, coordinate executive activities, manage communications, support staff management initiatives, and ensure the efficient operation of a diverse, high-performing organization. What you will be doing! Providing administrative assistance to the VP and the department, including coordinating the workflow of the VP's office, ensuring that all deadlines and priorities are met, and ensuring the VP is provided with the necessary background information to meet objectives. Acting as a liaison between executive leadership and the line organization by requesting and distributing information, and assisting in the preparation of material (briefings, assessments, records), ensuring a high standard of quality. Providing direction to line on approaches to processes and reporting requirements. Ensuring the effective and efficient administration and organization of a variety of complex and/or confidential material with minimal instruction and guidance. Arranging travel (domestic/international), appointments, handling oral and written enquiries, and coordinating arrangements for special meetings and visits. Preparing correspondence, visual aids, and briefing material – by drafting these documents on the VP's behalf. Maintaining hard copy and/or electronic filing systems to provide quick-and-easy access to information. Gathering, organizing and maintaining complex information of a privileged/ sensitive nature with minimal instruction and guidance. Reviewing incoming correspondence and electronic mail and taking appropriate action to review, sort, log, redirect, and prioritize; maintaining accurate records and a follow-up system on outstanding issues. Monitoring Legal inbox and Business Development (BD) Legal Inbox; assigning and distributing requests and tasks as appropriate. Preparing/issuing/retrieving/managing records and documents, such that all documents are in accordance with approved corporate or QA protocol. Preparing executive-level correspondence, visual aids, and briefing material and reports to CNL's documentation and governance standards. Maintaining organized electronic filing systems to enable quick and easy access to information. Gathering, compiling and maintaining reporting data from multiple internal sources. Developing and maintaining dashboards, scorecards and performance metrics using internally developed reporting tools in PowerBI. Tracking reporting deliverables and providing status updates and supporting documentation for dashboards and scorecards. Monitoring data quality and identifying opportunities to improve reporting efficiency through process optimization and automation using AI agents. Working with other internal stakeholder groups to gather, format and produce output for information required by Legal. Maintaining and organizing internal filing systems including OneNote, ATOM, SharePoint and shared areas, as well as ensuring that shared filing areas with other stakeholder groups are accessible to legal counsel. Ensuring appropriate distribution of documents and safeguarding records and sensitive information, including managing shared drives, assembling data binders and files, copying documents and purging outdated data and records. Inputting, organizing, and preparing reports based on information gathered by the Department for various reporting and dashboard generation to meet the requirements of the Executive, the Board, other stakeholders, and internal Departmental management. Assisting with Departmental management system documents through updating the schedule of required steps, working with content owners and FSMs within the group to update management system documents, including vetting, proofreading, and uploading to ATOM. Assisting management with protected sensitive Human Resource / Financial requirements. Handling sensitive and confidential information pertaining to all levels of line organization staff. Coordinating meetings and gathering data from management for various HR processes, such as the performance management cycle, rolling up to the VP Office. May be required to provide ad hoc reports for various HR, Finance, and corporate initiatives. Performing day-to-day office administrative duties. Tracking and ordering supplies when necessary. Managing the end-to-end processing of third-party invoices, including receipt and review, securing approvals, submitting invoices for payment, tracking payment progress, and following up to resolve outstanding or unpaid invoices. Submitting maintenance/IT requests. Submitting expense reports. 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 Superior interpersonal skills, efficient and effective communication (written and oral) and organizational skills are essential, as well as great planning skills and a highly organized approach to work. Must possess excellent business/administrative skills and have demonstrated the ability to quickly learn and utilize new applications that support business operations. Advanced knowledge of Microsoft Office Products (Word, Outlook, PowerPoint, Excel, PowerBI) and SharePoint required. Must be TEAM oriented with demonstrated ability to work well with others and promote a positive work environment. Demonstrate leadership skills with the ability to train and develop others. Demonstrated tact, diplomacy, trust and discretion in handling of sensitive and confidential information. Ability and willingness to 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 and on the telephone and in remote-work situations. Must be knowledgeable of CNL's general policies and procedures, organizational structure, and the structure and personnel of the business line organizations (Legal and Insurance). Must be knowledgeable of CNL's corporate document standards and rules (format, storage, and numbering protocols). In tactful and helpful manner, enforce Corporate/QA approved standard formats. Security Clearance Eligibility Required Reliability Status with Site Access Security Clearance (SASC), which has a minimum requirement of 3-5 years of verifiable history in Canada, Australia, New Zealand, the 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: Working schedule: Five (5) days per week, seven and a half (7.5) hours per day for a thirty-seven and a half (37.5) hour work week. Why CNL? Does the idea of working with a dynamic team across Canada to advance nuclear science and technology for a clean and secure world excite you? At CNL, we're reinventing ourselves to be industry leaders— pioneering solutions to the problems that matter most. From building the next generation of clean nuclear and hydrogen energy technologies, to developing targeted cancer treatments, to continuing our global leadership in environmental remediation—we are driven by impact, innovation, and purpose. What We Offer: A Total Rewards Package We believe in taking care of our people. Here's what you can expect as part of our team: Paid time off: vacation, sick, personal, and floater days Benefits effective Day One – no waiting period Tuition support to help you keep learning and growing A defined-benefit pension plan or a defined-contribution pension plan, depending on your employee group, to support your long‑term financial security Do Our Priorities Resonate with You? Delivering clean energy for today and tomorrow Restoring and protecting the environment Contributing to the health of Canadians If so, you'll feel right at home at CNL! Location: Fully Remote This position is offered on a fully remote basis, allowing you to work from home anywhere in Canada. You'll collaborate virtually with a Canadian Nuclear Laboratories