Administrative Assistant - 12 Month Term

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

JOB PURPOSE

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

ACCOUNTABILITIES

Communication:

1. Regularly communicates with the Executive Administrative Assistant, management, employees, and external parties.
2. Exemplifies professionalism and discretion at all times.
3. The Administrative Assistant 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.
4. Must be able to work under pressure at times and handle a wide variety of activities and confidential matters with discretion.

Support:

1. Support the Executive Administrative Assistant and act as back-up when required.
2. 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; drafting and preparing confidential correspondences; and supporting and/or arranging complex and detailed activities, travel plans, itineraries, and agendas.
3. 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.
4. Successfully completes critical aspects of deliverables with a hands-on approach, may include drafting acknowledgment 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.
5. Maintains a high degree of discretion and confidentiality.
6. 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.
7. Prepares and/or edits presentations for meetings.

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.
• Highly 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 the 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 base salary range for this position in Ontario (CA-ON) at the start of employment is expected to be between $43,000 and $62,000 per year. However, the base salary offered is based on local job market factors and may vary further depending on factors specific to the selected job candidate, such as job-related knowledge, skills, experience, and other objective business considerations. Subject to these considerations, the total compensation package for this position may also include other elements, such as an annual cash incentive in addition to a full range of medical, retirement, and/or other benefits.

BWXT Medical Ltd. embraces diversity of thought, values individuality, encourages new perspectives and provides equal opportunity in employment for all qualified employees and applicants without regard to race, national or ethnic origin, colour, religion, age, sex, sexual orientation, marital status, family status, disability, a conviction for which a pardon has been granted or a record suspended or any other category protected by federal law.

BWXT Medical Ltd. is committed to fostering an accessible, fair, and inclusive environment where all employees are able to access goods while being respected and supported. If you require accommodations during the application or interview process, please advise us as soon as possible so appropriate arrangements can be made.