Executive Administrative Assistant (Ottawa)

Atomic Energy of Canada Limited • Full-time • Ottawa, Ontario, Canada • 1d ago

AECL operates on land and territories that have, since time immemorial, been the traditional lands of Indigenous peoples in Canada. Together with our contractor, Canadian Nuclear Laboratories (CNL), AECL is committed to advancing reconciliation with First Nation, Métis, and Inuit communities through a renewed relationship based on recognition of rights, mutual understanding and respect, and meaningful engagement, collaboration, and partnership.

Is AECL right for you?

As a federal Crown corporation, Atomic Energy of Canada Limited (AECL) has a mandate to enable nuclear science and technology and manage the Government of Canada’s radioactive waste liabilities. Since 2015, AECL has been delivering its mandate through a Government-owned, Contractor-operated (GoCo) business model, whereby a private-sector organization, Canadian Nuclear Laboratories (CNL), is responsible for managing and operating AECL’s sites on its behalf, pursuant to long term agreements. AECL’s objectives under the GoCo model include accelerating Environmental Remediation Management, managing the Federal Nuclear Science and Technology Work Plan in support of government priorities and needs, and building a world-class nuclear laboratory that fulfils government priorities and grows commercial revenues, while reducing or containing costs and risks to Canada.

What you will do:

Supporting up to four Vice Presidents, the Executive Administrative Assistant is responsible for ensuring organization efficiency, customer service, relationships management and delivery on key administrative activities. In this role, you act with professionalism and tact while managing an extensive range of executive-level administrative tasks that are sensitive and confidential in nature. You are organized and thrive in resolving administrative difficulties that are inherent in supporting a diversified team within a fast-paced environment.

You take initiative and juggle competing demands while looking for opportunities to improve administrative processes and practices. You draw on your practical and specialist knowledge of business support process and procedures to respond to internal and external parties with tact and discretion. You think ahead, anticipate needs, and can deliver with minimal direction. Your proactive approach and attention to detail will be highly valued as you collaborate with other executive administrative assistants to ensure consistent outputs, continuing operations, provide seamless support and meet tight deadlines. If you are looking for a role where your contributions are recognized and you can thrive in a dynamic environment, we invite you to apply and join us in achieving excellence together.

You will have the opportunity to make a meaningful impact while in a hybrid work environment with this role working on-site an average of three days per week with occasional travel to various locations to support events and projects while maintaining consistently high service standards.

What you bring:

· Diploma in Business Administration or related post-secondary education.

· Bilingualism in English and French is required (minimum BBB).

· Broad experience providing administrative assistance to Executive team members.

· Broad experience in coordinating and managing the calendars of several busy executives, ensuring no conflicts and optimizing their time.

· Initiative and the ability to work independently with minimal supervision, thriving in a team environment; this includes anticipating needs and proactively addressing potential issues before they arise.

· A proactive approach to seeking opportunities to enhance processes and procedures, driving efficiencies and improvements.

· A solid understanding of documentation standards to ensure consistency in writing, style, and layout. Strict attention to detail and accuracy in the maintenance of records, agendas, minutes, electronic files, etc.

· Ability to problem solve and be an effective critical thinker

· Advanced proficiency with Microsoft Office Products (Word, Outlook, PowerPoint, and Excel) as well as an aptitude for learning new software, technologies, and systems.

· The ability to address emerging and unexpected issues calmly and efficiently, with minimum disruption to Executive’s schedules.

What we bring:

· Salary:

o The hiring range for this role is between $68,100 and $78,500 based on compensable factors including, but not limited to qualifications and experience.

o The current salary range for this role is broader than the hiring range. Employees progress through the salary scale based AECL’s compensation philosophy and procedures.

· Benefits

o Comprehensive medical and dental benefits through the Government of Canada.

o Participation in the Public Service Pension Plan (an indexed, defined-benefit pension plan) to help you plan for retirement.

o Vacation, personal and floating days to be used in support of your physical and mental wellbeing.

o A confidential Employee Assistance Program to help with challenges you or your dependents may be facing.

o Instant, 24/7 access to online physicians through Maple, covering you and your dependents when medical needs arise.

o Mindfulness and meditation resources through Headspace in support of your ongoing mental health.

o A flexible hybrid work model that lets you balance both working from home and nurturing in-person connections.

What you can expect:

· We are recruiting for a full-time indeterminate Executive Administrative Assistant based out of our Ottawa office.

· This competition will have two rounds of interviews and will include two testing components to test language proficiency and technical skills

· The selected candidate must successfully meet Government of Canada security clearance requirements.

· While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted.

Recruitment Timelines:

Please plan to be available on the following dates if you are selected for an interview. If these dates are not accessible to you, please let us know and we will work with you to find other suitable options.

· Phone screens with shortlisted candidates are scheduled for the week of November 18

· First interviews will be virtual and scheduled for the week of December 2

· Testing with shortlisted candidates is scheduled for the week of November 18 and December 2

· Second interviews will be in-person and scheduled for the week of December 16

At AECL, we are committed to building an authentic workplace; promoting diversity, equity, inclusion, and accessibility matters to us. We welcome applications from women, visible minorities, Indigenous Peoples, persons with disabilities, and persons of any gender identity, expression, and sexual orientation. Preference may be given to members of a designated group to address identified under-representation. We encourage candidates to self-identify.

AECL provides support and reasonable accommodations in its recruitment processes to applicants with disabilities including accommodations that consider an applicant’s accessibility needs. If you have a disability that requires accommodation during our recruitment process, let us know how we can assist you by emailing hr@aecl.ca.