Role | Administrative Assistant |
Line of Business | Information Exchange |
Direct Supervisor | Director, Information Exchange | Next Level Manager | President & CEO |
Band Level | 1 | Posting Number | 158 |
Scope (Purpose)
The Administrative Assistant, Information Exchange (IE), provides administrative and coordination support to the IE Director, OPEX Project Manager, and IE department. The role contributes to the effective coordination of departmental operations, forums, peer groups, meetings, reporting, communications, and related administrative activities.
Key Accountabilities
- Provide administrative coordination to support the IE Director and the effective operation of the Information Exchange department.
- Coordinate the administrative requirements for CNEF, CNOF, Engineering Peer Groups, and workshops in collaboration with the IE Director and NS&EA Director.
- Support the OPEX Project Manager with meeting administration, communications, performance reporting, and information management.
- Maintain effective day-to-day administrative operations, including meeting logistics, records, communications, mail/courier coordination, and reception coverage.
General Responsibilities
- Manage the IE Director’s calendar, including meetings, appointments, and commitments.
- Coordinate the International Member Secondment process and maintain related documentation.
- Support the preparation of the IE President’s Report for Conexus Board of Directors meetings.
- Reconcile Mastercard expenses and supporting documentation for the IE Director.
- Schedule IE departmental check-ins and monthly meetings from January through November, including calendar invitations and meeting logistics.
- Maintain the IE colored calendar and ensure key departmental activities and commitments are accurately recorded.
- Manage the Peer Group and Workshop Report-Out Schedule in collaboration with the IE Director and NS&EA Director.
- Coordinate administrative requirements for Peer Group, Workshop, CNEF, and CNOF activities.
- Coordinate and support all-day IE meetings hosted at the Conexus office, including meeting rooms, catering, technology, materials, and other logistics.
- Administer feedback surveys for all-day Peer Group and Workshop meetings, including Learning & Development surveys.
- Compile and maintain feedback survey results and related metrics.
- Prepare and distribute the Weekly Screen Meeting (WSM) agenda.
- Prepare and distribute WSM minutes and action items.
- Maintain the WSM distribution list.
- Post OPEX Performance Indicators and related metrics in the appropriate repository.
- Maintain the External Global Address List (EGAL) repository.
- Coordinate outgoing couriers and mail.
- Provide Conexus reception phone coverage as required.
- Maintain accurate departmental records, files, schedules, distribution lists, and administrative documentation.
- Prepare, format, distribute, and file meeting materials, reports, presentations, and other departmental documents.
- Support internal and external meeting logistics, including room bookings, catering, materials, and communications.
- Provide general administrative and clerical support to the IE department.
- Perform additional duties and project-specific tasks as assigned by the IE Director or OPEX Project Manager.
Requirements
Education & Experience
- Minimum 2 years of experience supporting project management or technical teams
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat
- Strong organizational, interpersonal, and communication skills
- Experience with MS Outlook, Teams and Windows-based environments
- Demonstrated alignment with Conexus Values, including integrity, impartiality, innovation, teamwork, and a member-focused mindset
Competencies
- Organizational and Time Management: Effectively prioritizes and manages multiple administrative tasks and deadlines with minimal oversight.
- Attention to Detail and Quality Control: Ensures all reports, documents, and data entries are accurate, complete, and aligned with required templates and standards.
- Communication and Interpersonal Skills: Communicates clearly and professionally with team members, contractors, and stakeholders to support smooth coordination.
- Process and Systems Proficiency: Demonstrates strong proficiency in Microsoft Office, Adobe Acrobat, Outlook, and internal databases to execute tasks efficiently.
- Initiative and Problem Solving: Identifies potential issues early and takes proactive steps to resolve them or escalate as needed.
- Team Collaboration and Support: Works cooperatively with colleagues and provides reliable support during absences or high-volume periods.
Success Indicators/KPI’s
- The IE Director and OPEX Project Manager receive timely and reliable administrative support, with calendars, meetings, reports, and required materials accurately coordinated.
- CNEF, CNOF, Engineering Peer Group, and Workshop activities are effectively coordinated, with schedules, meeting logistics, communications, and feedback requirements completed on time.
- Weekly Screen Meetings and related OPEX administrative activities are well-organized, with agendas, minutes, distribution lists, and performance indicators maintained accurately and consistently.
- Departmental meetings, all-day sessions, courier/mail coordination, reception coverage, and other routine administrative requirements are managed efficiently and with minimal disruption.
- Administrative records, calendars, distribution lists, repositories, expense reconciliations, and other assigned information are accurate, current, and accessible.
- Receives consistent positive feedback from internal and external stakeholders on responsiveness, organization, professionalism, attention to detail, and contribution to the effectiveness of the IE department.
Work Environment
This role is based at the Conexus office in Toronto with the opportunity to work remotely 1-3 days per week.
Conexus employees are expected to consistently demonstrate our core values of Integrity, Collaboration, Innovation, Sustainability and Agility, specifically:
- Acting with respect, transparency and commitment in all relationships and decisions
- Fostering connection, trust and shared success by bringing the industry together across borders, disciplines, and perspectives
- Driving forward-thinking solutions and accelerating advancements that shape the future of nuclear energy
- Delivering exceptional results and value to advance a clean energy future that supports people, the planet, and progress.
Adapting and evolving to meet challenges and realize opportunities in an ever-changing global landscape
Conexus prides itself on a strong workplace culture and values its team members. We offer a competitive total rewards program, including a pension plan, annual health spending account, fitness subsidies, life, health, dental and disability benefits, as well as flexible work programs. The salary range identified for this position is provided for pay transparency purposes and represents the anticipated range for the role. The actual salary offered will be determined based on factors such as the successful candidateâs qualifications, skills, experience, internal equity and other relevant considerations. The salary range is subject to change and does not constitute a guarantee of compensation.
Conexus is recognized as a diversity champion in our sector, particularly for women in engineering, and is committed to being an equal opportunity employer serving a global community. Conexus welcomes and encourages applications from all qualified individuals. Accommodations are available upon request for candidates participating in the selection process. Conexus may use artificial intelligence (AI) or other technology-assisted tools as part of the recruitment and selection process. Where such tools are used, they are intended to support the recruitment process and do not replace human decision-making. Candidates may contact Human Resources if they have questions regarding the use of AI or technology-assisted tools in the recruitment process.
