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Executive Administrative Assistant - Field Services
Company | Nuclear Fuel Services |
Address | Cambridge, Ontario, Canada |
Employment type | FULL_TIME |
Salary | |
Category | Defense and Space Manufacturing |
Expires | 2023-08-23 |
Posted at | 9 months ago |
BWXT Canada Ltd. is a world leader in design, engineering, manufacture, construction and service of nuclear power generation equipment. As a supplier of innovative, high-quality nuclear components and services we cater to a worldwide customer base. We take great pride in supplying highly engineered solutions that allow our customers to compete within the complex nuclear power generation industry.
- This job has no direct reports however may act as an administrative lead within the department by establishing standards and overseeing the implementation of those standards.
- This job reports to the Executive Vice President of Projects & Field Services.
- Open, honest dialogue with Executive Vice President; ability to recognize and maintain discretion during conversations of a sensitive and/or confidential nature.
- Regular communication with leadership team (i.e. reminders of upcoming deadlines, expectations, etc.), encourage open, honest dialogue.
- Establish and maintain cordial business relationships with customer executives, key suppliers, and their assistants.
- Review monthly events/meetings internally and with key external customers to align participation by the Executive Vice President or the leadership of the Projects & Field Services team.
- Ensure proper reviews / signatures completed prior to sharing internal and/or external documents with Executive Vice President for their approval / signature.
- Complete Executive Vice President’s expense reports and monthly gas receipt submittal (for company vehicle) and review reports submitted by Executive Vice President’s direct reports prior to their review/approval.
- On a weekly basis, consolidate and prepare reports on behalf of the EVP for submission to the Executive Assistant to the President of Commercial Operations.
- Circulate all Projects & Field Services documents requiring corporate approval via DocuSign (i.e. ADMs, deviation memos, Agreements, etc.) following proper routing order and follow up to ensure completion.
- Coordinate standing meetings and financial reviews conducted by the Project & Field Services business; distribute agendas and, as applicable, take and distribute meeting minutes and action items, including follow-up of actions.
- Manage active calendar including scheduling travel, internal and external meetings and discussions.
- Track incomplete compliance training for Projects & Field Services (issued by corporate and Commercial Operations) and follow up to ensure timely completion.
- Participate as an adjunct member of the Projects & Field Services leadership team including assisting in scheduling and attending meetings.
- Initiate and collect various business update requests on a timely manner: project, safety, quality and financial updates from leadership team and support groups.
- Ensure submission due date is achieved while allowing sufficient time for review, editing and follow ups.
- Coordinate and consolidate drafting of materials from the Projects & Field Services leadership team and project managers, in support of: a) the President’s Commercial Operations Business Review with the CEO / CFO as well as the BWXT Board of Directors’ presentations each quarter; b) presentations for the Executive Vice President to be given to customers regarding existing and potential projects; etc.
- Maintain Projects & Field Services organization charts.
- Assist with the timely submission of high-quality price approval documents to the office of the President of Commercial Operations as needed.
- Assist in coordinating the agenda of Projects & Field Services leadership team meetings and offsite meetings.
- College diploma in Business Administration or similar program.
- Experience with DocuSign is and asset.
- Minimum 10 years’ experience in an office environment (preferably in a manufacturing and/or field services/projects environment) of which 5+ years working as an Executive Assistant.
- Highly proficient with Microsoft Office programs (Outlook, Word, Excel, and Power Point) and Adobe Acrobat.
- Team player who also works efficiently as an independent contributor to produce quality product with minimal supervision.
- 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.
- Excellent time management and organizational skills.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, customers, and external partners.
- Effective and professional communication (with internal and external customers).
- Competitive Health and Dental benefits
- Bonus plan
- Work within the growing and exciting nuclear industry as well as with highly skilled employees!
- Employer-paid pension plan
- Life insurance… and so much more!
- Profit sharing plan
- Competitive salaries
- Educational Refund Program
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