Administrative Assistant - 12 Month Term

at  BWX Technologies

BWXT Medical Ltd. is a trusted source for the development and manufacture of nuclear medicine for biotechnology, life sciences, pharmaceutical companies and academia partners. Headquartered in Kanata, Ontario, BWXT Medical Ltd. employs over 300 highly-skilled people in Kanata and Vancouver, British Columbia.
BWXT Medical Ltd. is seeking an Administrative Assistant - 12 Month Term at our production facility in Kanata, ON.
Location: On-site; 447 March Road, Kanata
Status: Regular, Full-time, 40 hours per week

ACCOUNTABILITIES

Communication:

• Regularly communicates with the Executive Administrative Assistant, management, employees and external parties;
• Excellent verbal and written communication skills;
• Exemplifies professionalism and discretion at all times;
• The Administrative Assistant, BWXT Medical must be creative and enjoy working with a mission-driven, results-driven, and community-oriented team; exercise good judgment in a variety of situations; possess strong written and verbal communication, administrative, and organizational skills; and have the ability to maintain a realistic balance among multiple priorities;
• Must be able to work under pressure at times; and to handle a wide variety of activities and confidential matters with discretion.

Support:

• Support the Executive Administrative Assistant and act as back-up when required.
• Completes a broad variety of administrative tasks to support the business including: completing expense reports for members of the management team; compiling and editing weekly executive reports for distribution to the management team; compiling and editing weekly executive reports for distribution to the management team; drafting and preparing correspondences that are confidential; and supporting and/or arranging complex and detailed activities, travel plans, itineraries, and agendas.
• Researches, prioritizes, and follows up on issues and concerns as directed by the Executive Administrative Assistant including those of a sensitive or confidential nature. Recommends appropriate course of action, referral, or response.
• Successfully completes critical aspects of deliverables with a hands-on approach, may include drafting acknowledgement letters, personal correspondence, and other tasks.

Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

Maintains a high-degree of discretion and confidentiality.

• Coordinates and schedules meetings, assists with advance distribution of materials before meetings in electronic/paper format, takes meeting minutes as required and assists management with follow-up actions, when required.
• Prepares and/or edits presentations for meetings.Regularly communicates with the Executive Administrative Assistant, management, employees and external parties;

KNOWLEDGE AND EXPERIENCE REQUIREMENTS

• College Diploma in Business Administration or similar.
• Minimum of 5 years’ experience in an office environment working as an Administrative Assistant.
• High proficient in Microsoft Office (Teams, Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
• Excellent time management and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff customers, and external partners.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of internal/external response.
• Strong written and verbal communication skills.
• Proactive approach, identifying concerns/issues before they arise and raising solutions to address.
• High level of emotional intelligence and maturity.
• Team-player, with the ability to also be effective independently.
• Forward-thinker, actively seeks opportunities and proposes solutions.
• Comfortable working with new technology and capable of learning new administrative software, if required.
• Proficient with MS Office tools, able to create spreadsheets and charts to present data effectively.
• Demonstrated ability to meet deadlines in a fast-paced environment.

The Administrative Assistant provides administrative support to management and employees at BWXT Medical. They perform duties that support the smooth operation of the workforce.