Administrative Assistant (Security) in Ottawa

Administrative Assistant

Provides high‐quality administrative support to the security and operations team at Whiteshell Laboratories while ensuring the smooth operation of day‐to‐day activities. Works in a fast‐paced environment, handling sensitive information, managing schedules, coordinating logistics, and supporting safety and regulatory compliance.

Responsibilities

• Schedule appointments, meetings, teleconferences, and videoconferences; arrange catering, travel, and meeting materials.
• Manage calendars, track deadlines and priorities, and coordinate daily administrative activities.
• Sort mail, process purchase orders, and perform document management, photocopying, and scanning.
• Respond to internal and external inquiries via phone, email, and other communication channels.
• Organize meetings, workshops, and special events on behalf of the Security Manager and Security Operations Lead.
• Compose, format, and distribute correspondence, agendas, meeting minutes, reports, presentations, and other documentation.
• Maintain departmental filing systems, electronic records, shared drives, and public folders.
• Handle sensitive and confidential information with discretion and professionalism.
• Participate in required safety, operational, and professional development training programs.
• Share knowledge and best practices with team members to support continuous improvement.
• Maintain current skills and knowledge through training, seminars, assigned readings, and learning activities.
• Identify, report, and support resolution of real or potential safety hazards.
• Follow established health, safety, and security procedures, including the use of required personal protective equipment (PPE).
• Contribute to a safe work environment by actively participating in site safety initiatives and training programs.
• Provide administrative support for financial, CNSC engagement, weekly, monthly and annual reporting requirements, and regulatory audit preparations.
• Provide back‐up to WL Security Training Coordinator and WL Security Operations administrator as required.
• Assist the Security Training Coordinator to monitor and coordinate employee training activities and records.
• Interact with other Administrative Assistants.
• Perform other duties as assigned by your manager.

Qualifications

• Education
  • Secondary school graduation, plus one year post‐secondary in Office Administration or related program, or an equivalent in experience.
• Experience
  • Minimum of 5 years related experience, or equivalent experience.
  • Experience with electronic document management systems (e.g., ATOM); knowledge of DevonWay, myCNL webpage, MS Access, and Visio is an asset.
• Knowledge, Skills & Abilities
  • Safety‐first attitude.
  • Initiative, good judgment, and the ability to handle changing priorities.
  • Excellent interpersonal, written, and oral communication skills.
  • Tact, diplomacy, and discretion in handling sensitive and confidential information.
  • Responsibility, accountability, and professionalism.
  • Team orientation and ability to interface with internal/external clients.
  • Knowledge of company policies, procedures, organizational structure, and the Whiteshell Laboratories site.
  • Knowledge of Quality Assurance and regulatory requirements is an asset.
  • Adaptability, proactive learning, and willingness to support change.
  • Punctuality, dependability, and safety‐mindedness.
  • Attention to detail and accuracy.
  • Proficiency in editing and handling large documents.
  • Strong computer skills—MS Office Suite (Word, Outlook, Excel, PowerPoint) and office equipment (printers, fax, photocopiers, scanners).
• Security Clearance Eligibility Required
  • Level 2 Secret requires a minimum of 7 years of verifiable history in Canada, Australia, New Zealand, the United States, and/or the United Kingdom. Security screening follows the Treasury Board of Canada Secretariat's "Standard on Security Screening" and the "Policy on Government Security."

Working Conditions

• Compressed work week: 4 days per week, 10 hours per day (40 hour week), 6:00 a.m. to 4:30 p.m.
• Physical demands include bending, lifting, and mobility.
• Use of protective clothing and equipment as required.
• Overtime as needed to support operational and project needs.

Benefits

• Paid time off: vacation, sick, personal, and floater days.
• Benefits effective Day One – no waiting period.
• Tuition support to aid learning and growth.
• A defined‐benefit or defined‐contribution pension plan, depending on employee group.

Location

Onsite. Located near Pinawa, Manitoba, at the Whiteshell site surrounded by lakes, rivers, and forests.

Fully onsite position based at Whiteshell Laboratories, Manitoba.

Equal Opportunity Employer

CNL is an equal opportunity employer. If you require accommodation during any phase of the hiring process, please let us know via jobs@cnl.ca. All requests will be handled in confidence.