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Executive Assistant, CRO

August 8 2021
Industries Non-profit organisation - NPO
Categories Administrative, Clerical, Administrative assistant, Executive Assistant
Toronto, ON

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

Mitacs is a not-for-profit organization that fosters growth and innovation in Canada by solving business challenges with research solutions from academic institutions. 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:

EA to CRO supports the Chief Research Officer to promote innovation in partnership with stakeholders in government, industry and academia – across Canada and around the world. The position requires a motivated person that is interested in starting an exciting career working with stakeholders and decision-makers in the public sector, both domestically and internationally.

RESPONSIBILITIES:

Provide support for the CRO:

  • Schedule, coordinate, and organize 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.);
  • Organize 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;
  • Collect and maintain up-to-date all materials and information of Mitacs Funded Programs;
  • Assist with maintenance of reviewer database by helping detect and/or correct inaccurate records;
  • Assist with batch formatting of proposals for distribution to external reviewers, and format of reviewer feedback for applicants.

Provide support to the Research team:  

  • Under the guidance of the VP, Research, investigate and research viable Industry Partners and Funding Partners;
  • Assist in the development of regular research reports and/or summaries at the request of the VP, Research and/or Manager, Research;
  • Provide efficient and effective administrative support to the Research team.

Provide support to the Evaluation team:

  • Under the guidance of the Evaluation Officer, support the implementation of the Mitacs Evaluation strategy for monitoring of Mitacs programs;
  • Assist in the development of regular evaluation reports and/or summaries, and generate specific evaluation data at the request of the Evaluation Officer;
  • Provide efficient and effective administrative support to the Evaluation team.

Office Management:

  • Providing receptionist duties to the Mitacs University of Toronto (UofT) office, the Mitacs York University Office and the Mitacs Ottawa Office; greeting and assisting visitors and staff; managing incoming/outgoing telephone calls. Ordering and maintaining office and kitchen supplies;
  • Candidate should have the flexibility to travel to the York University campus once a week;
  • Processing incoming and outgoing communications (fax, photocopy, electronic e-mail); Opening and distributing mail, including photocopying incoming cheques and distribute accordingly, send and receive courier packages;
  • Tracking and sending out parcels via express post or courier and maintain accurate records of all distributed items;
  • Assisting the HR department with coordinating candidate interviews, including greeting and meeting candidates, book meeting rooms and managing MS Teams sessions during presentations;
  • Analyze and monitor office operations and procedures;
  • Coordinate with the respective landlords to set up/manage phone lines for the office staff;
  • Monitor and provide input on budget for office service expenses (i.e. couriers, office and kitchen supplies, catering, etc.);
  • Support CRO and Manager, G&AS manage office space lease and assist with space requirements or facilities issues as required;
  • Other duties as assigned from time to time

SKILLS AND EXPERIENCE:

  • Bachelor's degree from a recognized educational institution
  • 3 to 5 years of administrative experience in a business, not-for-profit, and/or university setting
  • Strong verbal and written communication skills, including tact and diplomacy
  • Experience in project management techniques and best practices
  • Previous experience supporting senior level managers preferred
  • Keen ability to build relationships at all organizational levels both internally and externally
  • Ability to grasp complex organizational dynamics and act in a manner of high diplomacy and confidentiality
  • Effective meeting management skills
  • Attention to detail and accuracy, superior multi-tasking and organization skills
  • Ability to remain calm under pressure and to meet deadlines and prioritize tasks
  • Self-motivated, able to work in a team environment and balance the needs of a number of individuals and the team
  • Excellent computer skills using Microsoft Office (Word, Excel, Outlook, PowerPoint, SharePoint, Teams),
  • Fluency, both written and spoken, in both official languages (English and French), is an asset

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

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