Administrative Assistant (Security)

Canadian Nuclear Laboratories; Pinawa; On-site; CAD 42,000 - 60,000; Full time

Benefits offered by this job

Benefits Day One

Tuition support

Pension plan

Job summary

Canadian Nuclear Laboratories is seeking an Administrative Assistant for its Whiteshell Laboratories site. The role focuses on organizing and coordinating administrative tasks, supporting security and regulatory reporting, and maintaining accurate records.

Candidates should have strong communication, confidentiality and document‑management skills, with proficiency in MS Office and relevant systems. This is an onsite position with a comprehensive rewards package and safety emphasis.

Qualifications

• Secondary school graduation with 1 year post‑secondary in Office Administration or equivalent experience.
• Minimum 5 years related experience in admin roles.
• Experience with electronic document management systems such as ATOM; knowledge of DevonWay, myCNL webpage, MS Access and Visio is an asset.

Responsibilities

• Schedule appointments, meetings, teleconferences and videoconferences, and arrange catering, travel and materials.
• Manage calendars, deadlines and daily administrative activities.
• Handle mail, purchase orders, document management, photocopying and scanning.
• Respond to inquiries by phone, email and other channels.
• Organize meetings, events and prepare agendas, minutes, reports and presentations.

Skills

Safety awareness

Initiative

Discretion

Interpersonal skills

Team collaboration

MS Office

Education

Secondary school + 1 year post-secondary in Office Administration

Tools

ATOM document management

DevonWay

myCNL webpage

MS Access

Visio

Job description

Do you enjoy keeping operations running smoothly while supporting security and administrative functions in a fast‑paced environment? Can you see yourself managing sensitive information, coordinating priorities, and contributing to the efficient operation of an important site? Our Whiteshell Laboratories location is looking for an Administrative Assistant who thrives on organization, communication, and providing high‑quality administrative support. If you answered yes, then this may be the job for you! Apply today!

What will you be doing?

• Scheduling appointments, meetings, teleconferences, and videoconferences, while arranging catering, travel, and meeting materials.
• Managing calendars, tracking deadlines and priorities, and coordinating daily administrative activities.
• Sorting mail, processing purchase orders, and performing document management, photocopying, and scanning.
• Responding to internal and external inquiries through phone, email, and other communication channels.
• Organizing meetings, workshops, and special events on behalf of the Security Manager and Security Operations Lead. Composing, formatting, and distributing correspondence, agendas, meeting minutes, reports, presentations, and other documentation.
• Maintaining departmental filing systems, electronic records, shared drives, and public folders.
• Handling sensitive and confidential information with discretion and professionalism.
• Participating in required safety, operational, and professional development training programs.
• Sharing knowledge and best practices with team members to support continuous improvement.
• Maintaining current skills and knowledge through training, seminars, assigned readings, and learning activities.
• Identifying, reporting, and supporting the resolution of real or potential safety hazards.
• Following established health, safety, and security procedures, including the use of required personal protective equipment (PPE).
• Contributing to a safe work environment by actively participating in site safety initiatives and training programs.
• Providing administrative support for financial, CNSC engagement, weekly, monthly and annual reporting requirements, and regulatory audit preparations.
• Providing back‑up to WL Security Training Coordinator and WL Security Operations administrator as required.
• Assisting the Security Training Coordinator to monitor and coordinate employee training activities and records.
• Interacting with other Administrative Assistants.
• Other duties as assigned by your manager.

What we are looking for

Education

• Secondary school graduation, plus one year post‑secondary in Office Administration or other similar program, or the equivalent in experience.

Experience

• Minimum of 5 years related experience, or the equivalent experience.
• Experience with electronic document management systems (such as ATOM); DevonWay, myCNL webpage, MS Access and Visio would be an asset.

Knowledge, Skills & Abilities

• Demonstrated safety first attitude.
• Exhibits a great deal of initiative and good judgment.
• Excellent interpersonal, written and oral communication skills.
• Demonstrated tact, diplomacy, trust and discretion in handling sensitive and confidential information.
• Ability to be a responsible, well‑organized, and reliable individual, who is highly motivated, and possesses a demonstrated professional attitude.
• Demonstrated ability to use initiative and apply judgment in an environment of changing and often conflicting priorities.
• Must be team oriented and have demonstrated the ability to effectively interface with internal/external clients, particularly those at other sites or external to CNL, and promote a positive work environment.
• Knowledgeable of the Company’s general policies and procedures, organization structure, and the Whiteshell Laboratories site.
• Knowledge of Quality Assurance and regulatory requirements would be an asset.
• Ability to embrace the ever‑changing work environment and proactively make recommendations to change, be willing to help others accept and understand change, share their skills, and proactively learn new skills.
• Initiative and judgement to organize and maintain flow of work and accuracy of records.
• Must be punctual, dependable and safety‑minded.
• Ability to understand detailed information is essential.
• Demonstrated responsibility and accountability for accurately handling the details associated with one’s work.
• Conscientious about accuracy.
• Ability to adapt to a changing environment and respond with initiative.
• Excellent interpersonal communication skills and proven ability to maintain successful working relations at all levels within the organization and with external stakeholders.
• Highly motivated and able to work with minimal supervision.
• Able to work extended hours and off normal work shifts to support project needs.
• Demonstrated proficiency in editing and handling large documents.
• Must have a sound working knowledge of computers with the ability to understand, use, apply and combine a variety of software.
• Must have high working level knowledge of MS Office Suite (Word, Outlook, Excel and PowerPoint).
• Must have an understanding of the shared area concept.
• Must have a working knowledge of office equipment, including laser and colour printers, fax machines, photocopiers, and 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. CNL implements security screening in accordance with the Treasury Board of Canada Secretariat’s “Standard on Security Screening” and the “Policy on Government Security.”

Working Conditions

• We have a compressed work week: Four (4) days per week, ten (10) hours per day for a forty (40) hour work week, starting at 6:00 a.m. to 4:30 p.m.
• Maintaining the physical agility required to perform job duties involving bending, lifting, and mobility.
• Wearing and working in protective clothing and using equipment as required.
• Working overtime when required to support operational and project needs.

What we offer: A Total Rewards Package

• Paid time off: vacation, sick, personal, and floater days
• Benefits effective Day One – no waiting period
• Tuition support to help you keep learning and growing
• A defined‑benefit pension plan or a defined‑contribution pension plan, depending on your employee group, to support your long‑term financial security

Location: Onsite

Located near Pinawa, Manitoba, our Whiteshell site is surrounded by pristine lakes, rivers, and forests— a true haven for outdoor enthusiasts. The area offers a peaceful, close‑knit community atmosphere, ideal for those who enjoy nature, recreation, and a balanced lifestyle.

This is a fully onsite position based at our Whiteshell site, Manitoba.

Our Commitment to Equity, Diversity & Inclusion

At CNL, we are committed to fostering an environment that promotes equity, diversity, and inclusion. We celebrate and welcome employees, stakeholders, and partners of all backgrounds and identities. We uphold a workplace culture grounded in our core values:

• Respect
• Teamwork
• Accountability
• Safety
• Integrity
• Excellence

CNL is an equal opportunity employer. If you require accommodation during any phase of the hiring process, please let us know via [e-mail]. All requests will be handled with confidentiality.

Whiteshell Laboratories is situated on the traditional lands of Treaties 1 and 3, and near Treaty 5. This land is the home of the A‑nikin‑abe, Ojibway A‑nishinaabe and the National Homeland of the Red River Métis. We recognize that many other Indigenous Peoples across the region and Canada also consider this area their home. CNL is deeply grateful for the opportunity to work on these lands and waterways, which hold significant cultural and historical importance. We acknowledge the ongoing impact of this and we are committed to understanding and respecting the unique Indigenous history, rights and title associated with this land.