Administrative Assistant

at  Canadian Nuclear Association

WHO WE ARE:

The Canadian Nuclear Association (CNA) is a non-profit organization established in 1960 to represent the nuclear industry in Canada. We promote a strong vibrant and expanding nuclear industry that benefits our members, stakeholders and all Canadians.
The CNA’s purpose is to lead and focus dialogue with and among key stakeholders concerning Canada’s nuclear future, namely, to be, and to be seen and heard to be, the voice of the industry. To this end, CNA offers a range of services: regulatory and government affairs; research and policy development; advocacy to advance member-relevant interests in the political and public spheres and, programs and external and member communications to support the association’s objectives.

KNOWLEDGE & SKILLS REQUIRED:

• Post-secondary education in business administration, office management, or a related field, or equivalent work experience.
• 3-5 years of experience as an administrative assistant or in a relevant role.
• High-level administrative and organizational skills, with strong time management capabilities, exceptional attention to detail, and the ability to handle multiple priorities effectively while meeting deadlines.
• Excellent written and verbal communication skills in English.
• Strong decision-making and problem-solving skills, with the ability to take initiative and work independently while exercising sound judgment. Demonstrates an accountable approach to work, taking ownership of tasks and seeking guidance when necessary.
• Proven track record of managing projects from start to finish, building strong relationships, and navigating challenges with professionalism.
• Exceptional interpersonal skills, with the ability to handle complex and sensitive issues with tact and diplomacy.
• Strong level of proficiency in Microsoft Office 365 applications.
• Proficient with technology and digital tools, with the ability to manage virtual and hybrid meetings and troubleshoot when challenges arise.
• Professionalism, discretion, and a commitment to maintaining confidentiality.
• A strong team player, who demonstrates strong collaboration skills, willingness to assist other team members, and contributes positively to team dynamics.

TO APPLY::

If this opportunity intrigues you and relates to your experience, then we want to hear from you. Please take the time to tell us about yourself in a unique cover letter – we want to hear your story – your background, your accomplishments, and why this role is a good fit for you and your career at this time. If you have questions in advance, please reach out to HR@cna.ca (mailto: HR@cna.ca) and we’ll set up a call as you may have questions that we would be glad to answer.
The CNA is committed to providing an inclusive and barrier-free recruitment process and work environment. We are an equal opportunity employer, and we are seeking qualified applications from employment equity groups including but not limited to Indigenous peoples, women, people of colour, people with disabilities, and members of LGBTQ+ communities such as queer, transgender, non-binary, and gender-variant individuals.
You must be legally allowed to work in Canada in order to be eligible for this position. Please note that all applications will be acknowledged. Only those selected for an interview will be contacted directly. The posting will remain active on our website until our search process is complete

• Answer central phone line, respond to inquiries, monitor email inbox, and redirect calls and emails to appropriate team members.
• Schedule and coordinate biweekly hybrid team meetings, manage AV setup, and ensure seamless participation for remote and in-person members.
• Plan and execute team events and meetings, handling logistics, catering, and coordination with external partners.
• Book and coordinate travel, including flights, accommodations, transportation, and visas, while handling last-minute changes.
• Prepare and review documents using Microsoft Office, ensuring accuracy and consistency.
• Assist in contract management, monitor renewal dates, and maintain organized records on SharePoint.
• Handle incoming and outgoing mail, coordinate courier pickups and deliveries, and manage package reception.
• Troubleshoot technology issues, collaborate with IT providers, and recommend improvements for office technology.
• Support compliance with federal and provincial lobbyist registration requirements by tracking, filing, and maintaining records.
• Provide general support to team members, assist with special projects, and ensure effective communication and workflow across the team.
• Support onboarding and offboarding of team members, ensuring smooth transitions of equipment and IT accounts and department lists.
• Administer the corporate credit card program, following our financial policies and procedures.
• Oversee the office environment, including managing access control (e.g., access cards, room booking systems), coordinating repairs and maintenance with building management and suppliers, and ensuring furniture and equipment needs are met.
• Support health and safety protocols by liaising with the health and safety representative to ensure all safety measures are up-to-date, posting required notices, managing first aid kit inventory, arranging first aid training, and promoting safety awareness throughout the workplace.
• Create and maintain asset inventories, ensuring efficient tracking and documentation through SharePoint