Executive Assistant, CFO

July 26 2021
Industries Non-profit organisation - NPO
Categories Administrative, Clerical, Executive Assistant
Vancouver, BC

Do you want to be part of our innovative and entrepreneurial team?

Mitacs is a national not-for-profit that helps industry and non-profit partners solve strategic challenges by leveraging Canada's world-class post-secondary talent and a global network of industry, academic, and government partnerships. Through these collaborations, Mitacs helps business and community partners succeed, improves students' on-the-job skills development, and strengthens Canada's world-class innovation ecosystem. At Mitacs, we strive to develop the next generation of innovators with vital research and business skills. In partnership with domestic and international companies, governments and academia, we support a new economy using Canada's most valuable resource – its people. 

To get a better understanding of Mitacs and read more about our values please visit our website

POSITION SUMMARY:

Reporting to the Manager, Governance and Administration, this position is responsible for providing effective and high-quality support to the CFO and the respective teams while contributing to a collaborative, team-focused corporate culture. This position is part of an administrative team that provides a broad cross-section of administrative support to Mitacs programs and executives.

RESPONSIBILITIES:

Provide support for the CFO:

  • Schedule, coordinate, and organise internal and external meetings.
  • Book corporate travel and event attendance as requested (including but not limited to flights, hotel booking, car rentals, train bookings, registrations to events, etc.).
  • Organise and manage meetings (may include setting agendas, taking minutes, and driving follow-up of action items, catering), off-sites and team-based social events, with associated budgets and logistics.
  • Process expense reports submitted to CFO, vendor invoices and purchase orders as needed.
  • Assist with any activities or communications between the CFO and their direct reports and associated teams as needed.
  • Understand the administrative priorities and identify process improvements to create efficiency and scale for the CFO and their leadership teams.
  • Support with major corporate and CFO team projects, including but not limited to project planning, updating plans and actions at meetings, following up actions.

Provide support to the Finance teams:  

  • Provide efficient and effective administrative support to the Financial Services, Financial Planning and Reporting, and Risk and Compliance teams.
  • Schedule, coordinate, and organise meetings, planning sessions and team retreats.
  • Manage contract approval, signing and storage process for all agreements requiring CFO oversight.
  • Support the Risk and Contract Management processes for approvals.
  • Other duties as needed. 

Provide support to Director, Grants and Grants team:

  • Schedule, coordinate, and organise meetings, planning sessions and team retreats.
  • Coordinate travel bookings and arrangements
  • Other duties as needed.

Corporate Governance and Administration

  • Support activities related to the annual corporate planning process and the operational planning process.
  • Support development and implementation of records management and document control processes.
  • Any other duties, as assigned.

SKILLS AND EXPERIENCE:

  • Relevant Bachelor's degree from a recognised educational institution
  • 3+ years of office experience in a business, academic, and/or technology environment
  • Experience in maintaining record management system and process
  • Strong familiarity with SharePoint and excellent computer skills using Microsoft Office, particularly Excel, Word, and PowerPoint
  • Strong writing and analytical skills and experience in producing corporate reports and documents
  • Ability to prioritise and manage multiple activities and tasks and ensure deadlines are met
  • Attention to detail and accuracy, superior multi-tasking and organisation skills
  • Advanced reading comprehension skills, and the ability to process, analyse, and understand large amounts of information to determine next steps
  • Experience handling private and confidential information with discretion
  • Ability to remain calm under pressure
  • Strong verbal communication skills, including tact and diplomacy across all levels, both internally and externally
  • Self-motivated, able to work in a team environment and balance the needs of a number of individuals and the team
  • Bilingual in French is an asset

Mitacs fosters a culture where creativity, innovation, diversity, and inclusion are valued, encouraged and fostered. We offer a comprehensive benefits package and a team-based work environment, and we are proud to be an Equal Employment Opportunity employer.

At Mitacs we believe a diverse workforce comprised of individuals with different ideas, strengths, interests and backgrounds which is crucial to our success. We encourage candidates to connect with us and share ways how we may accommodate your needs during the recruitment process.  

All qualified candidates are encouraged to apply; however Canadian immigration laws may dictate that Canadians and permanent residents are given priority.

Apply now!

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