Executive Administrative Assistant

CanAtom a joint venture between AtkinsRéalis and Aecon is delivering the Pickering Nuclear Generating Station Refurbishment Project under a collaborative contract with Ontario Power Generation. The joint venture is underway to complete the retube feeder and boiler replacement (RFBR) of Units 58. Building on the successful delivery of the Darlington Refurbishment Project the CanAtom team brings proven experience in safely executing complex nuclear projects on time and on budget to support Ontarios clean energy future. Functionally reporting to Manager Administrative and Executive Support and Reporting to the Senior Project Director the CanAtom Executive Assistant provides day-to-day support to the project senior leadership team.

• Management of Outlook calendars for 3-4 members of the senior leadership team. This requires frequent communication with the leaders the client and the home offices.
• Plan the monthly Steering Committee meeting and the monthly Senior Leadership Team meeting including managing attendance room availability and special events around the meeting.
• Lead the rollout of the site-wide luncheon celebrations that take place 3-4 times per year on the project.
• Interface with home offices for coordination of special events involving project leadership.
• Coordinate the collection of approvals of certain project documents.
• Plan and book travel for executives visiting the project.
• Lead the collection of materials and scheduling of project leadership for the Refurbishment Review Board (RRB) audits which take place quarterly.
• Provide guidance to the project administrators and support them with vacation and sick day coverage as required.

• Diploma or post-secondary education in Administration Executive Office Administration Secretarial Studies or a related field.
• 7 - 10 years of experience providing executive or senior-level administrative support.
• Experience providing day-to-day administrative support to senior leadership teams.
• Experience dealing with travel management agencies is required.
• Experience planning meetings events and executive travel.
• Ability to coordinate document approvals and audit-related activities.
• Ability to work effectively in a fully office-based environment in Pickering with occasional travel to CanAtom offices in Whitby.
• Ability to manage complex calendars and schedules.
• Proficiency with Concur SAP and Microsoft Office applications including Outlook Word Excel and PowerPoint.
• Leadership skills to provide guidance and support to project administrators.
• Strong organizational and coordination skills.
• Excellent communication skills with internal and external stakeholders.

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