Exec Administrative Assistant - 12 Month Term

Job Description / Duties :

Job Summary : Responsabilities

Responsabilities

Summary Description of Job :

Exec Administrative Assistant - 12 Month Term

Date : Jun 21, 2024

Location : Ottawa, ON, CA

Company : 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 Executive 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 Executive Assistant Medical serves as the primary point of contact for internal and external parties on matters pertaining to the VP Commercial Medical Operations.

Provides administrative support as required to the senior management team; organizes and coordinates executive activities;

oversees and / or executes special projects as required.

JOB STRUCTURE and COMMUNICATIONS

Job Structure :

• Reports directly to the VP Commercial Medical Operations and the Executive Assistant to the CEO BWXT Medical Ltd.
• The Executive Assistant- Medical must be creative and enjoy working within 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 independently on projects, from conception to completion; have the ability to work under pressure at times;

and to handle a wide variety of activities and confidential matters with discretion.

Communication :

• Regularly communicates with internal Senior Management and BWXT Executive staff and external customers
• Excellent verbal and written communication skills
• Exemplifies professionalism and discretion at all times
• Coordinates routine executive team meetings.
• Coordinates Town Hall (virtual) meetings on behalf of the executive team and coordinates effectively with all parties to execute.

ACCOUNTABILITIES

Executive Support

• Completes a broad variety of administrative tasks for the VP Commercial Medical Operations including : managing an active calendar;
• completing expense reports; compiling and editing weekly executive reports for distribution to the management team; managing routine executive team meetings;

drafting and preparing correspondences that are confidential; and arranging complex and detailed activities, travel plans, itineraries, and agendas.

• Plans, coordinates and ensures the VP’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, for access to the VP’s time and office.
• Communicates with professionalism and decorum and on behalf of the VP, with senior executive members, management, general staff, executive and management level personnel from other sites, and others related to the VP’s initiatives.
• Researches, prioritizes, and follows up on issues and concerns as directed by the VP, including those of a sensitive or confidential nature.

Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the VP's office and internal departments; demonstrating leadership to maintain trust and support with senior management staff.
• Works closely and effectively with the VP to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, may include drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the VP’s ability to effectively lead the company.
• 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
• Assists with travel arrangements, lodging, and meal planning as needed.
• Assists with advance distribution of materials before meetings in electronic / paper format as require

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling and attending meetings.
• Assists in coordinating the agenda of senior management team meetings and off-site meetings.
• Facilitates cross-divisional coordination of travel as required.
• Review monthly Mobile Device Billing Summary and report discrepancies.
• Maintains BWXT Medical organization charts.
• Follows up on contacts made by the VP and supports ongoing relationships.
• Maintains discretion and confidentiality.

Qualifications

• Exceptional time management and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very 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.
• Expert level 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.
• Highly resourceful team-player, with the ability to also be extremely 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 to executive management.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

KNOWLEDGE and EXPERIENCE REQUIREMENTS

• College diploma in Business Administration or similar
• Minimum of 8 - 10 years’ experience in an office environment of which, 5+ years working as an Executive Assistant
• Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

WHY JOIN BWXT?

• Work with collaborative teams within the growing nuclear, pharmaceutical and nuclear medicine industries
• Competitive compensation packages
• Employer-paid pension plan
• Profit sharing plan
• Bonus plan
• Competitive Health and Dental benefits
• Life insurance
• Educational Refund Program

We thank you for your interest, however, only candidates under consideration will be contacted.

The base salary range for this position in Ontario (CA-ON)at the start of employment is expected to be between $46,000 and $66,000 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.

Details of participation in these benefit plans will be provided at such time the selected job candidate receives an offer of employment.

Learn more about how BWXT employs nuclear technology to solve some of the world’s most important problems. BWXT’s showcases our innovation in commercial nuclear power, addressing climate change, as well as our advanced nuclear medicine products treating patients around the world.

We are People Strong. Innovation Driven.

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.

If you require information in a format that is accessible to you, please contact Human Resources.

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