Executive Assistant

Job Description

Overview

As an Executive Assistant, you will support both the Chief Financial Officer (CFO) and the Senior Vice-President & General Counsel (GC) for the global Nuclear sector at AtkinsRéalis in carrying out a variety of administrative, confidential and strategic tasks related to the sector’s business priorities.

In addition to providing exceptional executive support, you will serve as a trusted business partner within the CFO and GC offices, helping optimize executive effectiveness, coordinate strategic priorities, manage information flow and support leadership execution across a global Nuclear business.

The ideal candidate for this role has solid administrative experience, enjoys working as part of a team, and demonstrates the flexibility required to thrive in a demanding group working on international projects. The successful candidate will also bring strong judgment, business curiosity, digital fluency, discretion and the ability to proactively anticipate needs in a complex, fast-paced environment.

Your role

Within the Nuclear sector, you will work closely with the CFO and the GC, and will be responsible for:

• Acting as a resource person for the SVP and the GC for all administrative matters; supporting executive effectiveness through proactive management of priorities, commitments, stakeholder requests and key business activities.
• Managing emails and calendars, flagging and following up on action items, organizing travel arrangements, including visas, scheduling appointments, preparing expense reports, processing and following up on invoices, handling telephone calls, drafting and revising letters and formatting various documents, meeting deadlines, being proactive and anticipating potential issues; using sound judgment to help prioritize competing demands and ensure executive time is focused on the highest-value activities.
• Using digital and AI-enabled productivity tools, including Microsoft 365 and Copilot, to improve efficiency, streamline workflows, prepare executive briefings and support information management.
• Preparing concise executive briefing materials and synthesizing information from meetings, emails, presentations and reports into actionable summaries, key decisions, risks and follow-up actions.
• Assisting the CFO and the GC, including by processing invoice payments and follow-ups in Markview, as needed.
• Supporting the Nuclear sector Finance and Legal Affairs teams in creating, preparing, scanning and distributing various documents related to sector initiatives; helping ensure materials are clear, well organized and aligned with leadership priorities.
• Tracking strategic initiatives, leadership commitments, action items and key deliverables to help ensure timely execution of priorities across Finance, Legal Affairs and the broader Nuclear leadership team.
• Supporting the Nuclear sector leadership team as required, including with flight bookings, expense reports, IT issues, Markview and Oracle invoices, and other administrative follow-ups. On occasion, supporting broader teams based on business priorities; coordinating leadership activities across multiple functions and helping facilitate collaboration between executives, leadership teams and key stakeholders.
• Identifying opportunities to improve executive office processes and administrative workflows through automation, digitization and continuous improvement initiatives.
• Updating organization charts and distribution lists related to the Finance, Legal Affairs and Nuclear sector leadership teams, as needed.
• Optimizing and updating paper and electronic filing systems, and providing support in updating relevant SharePoint sites; ensuring information is easy to find, appropriately maintained and accessible to the right stakeholders.
• Translating documents on an occasional basis.
• Coordinating, as needed, Nuclear sector meetings and other meetings with managers, internal teams and third parties; ensuring appropriate follow-up of action items, decisions and commitments arising from leadership and governance meetings.
• Participating in the coordination of events, leadership meetings and Nuclear sector-specific initiatives, including logistics; supporting the planning and execution of leadership offsites, strategic reviews, town halls, executive visits and other key business events.
• Booking or registering supported members of leadership for various events, business meetings and external conferences.
• Demonstrating professionalism, judgement, discretion and confidentiality at all times. Showing flexibility and adaptability in order to adjust to evolving priorities and work demands; representing the CFO and GC offices with maturity, diplomacy and strong organizational awareness.
• Performing any other related duties.

Success profile:

• Is viewed as a trusted extension of the CFO and GC offices.
• Proactively manages priorities, follow-ups and leadership commitments with minimal direction.
• Helps improve the quality, clarity and timeliness of executive briefings, meeting preparation and follow-through.
• Introduces digital, AI-enabled or process improvements that reduce administrative burden and improve executive office productivity.
• Contributes to a more connected, effective and well-organized Nuclear sector Finance, Legal Affairs and executive leadership team operating rhythm.

About you

• College diploma in office administration, secretarial studies or any other related field.
• Minimum of 8 years of relevant experience; ideally including experience supporting senior executives or leadership teams in a complex, matrixed or international environment.
• Full bilingual proficiency, both spoken and written, in English and French*
• Demonstrated experience leveraging digital productivity and AI-enabled tools, including Microsoft Copilot, to improve efficiency, organization and information management is considered an asset.
• Advanced knowledge of the Microsoft 365 suite, including Excel, PowerPoint, Word, etc. and ability to prepare polished executive-level materials, briefing notes, summaries and communications.
• Ability and flexibility to manage several files and/or requests simultaneously, including versatility, resourcefulness and priority management; demonstrated ability to anticipate needs, exercise sound judgment and manage competing executive priorities with minimal supervision.
• Strong ability to manage priorities and meet tight deadlines; with the ability to distinguish between urgent, important and strategically relevant matters.
• Strong ability to synthesize information, identify key issues and communicate clearly and concisely with senior leaders.
• The successful Executive Assistant will be proactive rather than reactive; highly organized while maintaining a strategic perspective; able to simplify complexity; digitally fluent; trusted with confidential information; and focused on enabling the effectiveness of the CFO, the GC and the broader Nuclear executive leadership team.
• Demonstrated client focus; with strong stakeholder management skills and the ability to interact professionally with executives, clients, partners and external stakeholders.
• High level of rigour and accuracy in handling and maintaining the confidentiality of data and files; particularly in relation to sensitive financial, legal, commercial and personnel matters.
• Team spirit, excellent collaboration skills, a positive approach, stress management skills and the ability to work independently; confidence operating in ambiguity and navigating evolving priorities in a fast-paced business environment.
• Strong business acumen and interest in understanding financial, operational and legal priorities within the Nuclear sector and the broader AtkinsRéalis business.
• Continuous improvement mindset, with curiosity around how digital tools, automation and AI can improve executive office effectiveness.

* Member of the Canadian or Global Leadership Team: This position requires knowledge of a language other than French, namely English, as it involves collaboration with members of the Canadian or global leadership team located outside Québec. 

Rewards & benefits

Explore the rewards and benefits that help you thrive – at every stage of your life and your career at AtkinsRéalis in Canada.

Enjoy competitive compensation, employee recognition, and a brilliant range of flexible benefits you can tailor to your health, wellbeing, financial and lifestyle needs.

Make the most of diverse opportunities for training and professional development to grow your skills and expertise.

And take advantage of our hybrid working culture and generous time-off policies to balance a fulfilling career with your personal life.

Be rewarded. Find out more.

About AtkinsRéalis

We're AtkinsRéalis, a world-class engineering services and nuclear organization. We connect people, data and technology to transform the world's infrastructure and energy systems. Together, with our industry partners and clients, and our global team of consultants, designers, engineers and project managers, we can change the world. We're committed to leading our clients across our various end markets to engineer a better future for our planet and its people.

Find out more.

Additional information

AtkinsRéalis cares about your privacy. AtkinsRéalis and other subsidiary or affiliated companies of AtkinsRéalis (referred to throughout as “AtkinsRéalis”) are committed to protecting your privacy. Please consult our Privacy Notice on our Careers site to know more about how we collect, use, and transfer your Personal Data.

By submitting your personal information to AtkinsRéalis, you confirm that you have read and accept our Privacy Notice.

Worker Type

Employee

Job Type

Regular

At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion or disability, but enriches itself through these differences.