Executive Assistant

4 weeks ago

Canada CCRM Enterprises Holdings Ltd. Full time

CCRM, based in Toronto, Canada, is a unique not-for-profit group that is developing and commercializing cell and gene therapies and regenerative medicine technologies. We are leveraging our network of academics, industry partners and investors to tackle significant problems and advance our most promising technologies to the market to meet the needs of patients. For more information about CCRM, please visit our website at .

Role Summary

We are looking for an Executive Assistant (EA) who is a tech-savvy team player, thrives in a fast-paced environment, enjoys wearing different hats, takes on tasks independently, exercises judgment, and solves problems. The role requires strong organizational, administrative and communication skills, attention to detail, a keen sense of ownership, drive, and a track record of delivering in the face of ambiguity and concurrent priorities that often shift.

The EA will go the extra mile to support Directors and above and the growing team. This will involve administrative responsibilities, including booking travel, calendaring, email management, C-suite level meeting management, and other responsibilities as they arise. The EA will be responsible for ensuring confidential documents are securely delivered. The EA will be the professional first point of contact for internal and external stakeholders looking to communicate with the Directors and above.

The EA will also have project management responsibilities as the company grows, including special projects, technical reviews for proficiency recommendations, stakeholder management, and more.

Responsibilities:

  • Provides guidance, support, scheduling, organizational, prioritization and administrative assistance to Director and above roles.
  • Organizes, prioritizes and schedules the key leaders of a startup. Must be a fast thinker who is quick on their feet, and has the ability to look into the future and anticipate the needs of the Directors and above and act on them before being asked.
  • Provides calendar management for Directors and above as follows: prioritizes inquiries and requests while troubleshooting meeting conflicts; makes judgments and recommendations to ensure smooth day-to-day engagements.
  • Arranges and handles logistics for departmental meetings and events, including scheduling meetings, drafting agendas, and developing, compiling and distributing presentation materials.
  • Acts as scheduler, liaison and reliable conduit to other C-suite level executives at OmniaBio, CCRM and other partners.
  • Creates, develops and assists with special projects and initiatives as needed.
  • Strong written and verbal communication, administrative and organizational skills.
  • Strong ability to successfully balance and complete multiple concurrent priorities.
  • Recognizes and implements lean initiatives.
  • Designs, creates and distributes departmental-specific communications; maintains communication portals and channels to ensure employee awareness of priorities and progress with deliverables and accomplishments.
  • Makes travel arrangements and processes travel expenses.
  • Provides logistics support to Directors and above, as required.
  • Assists with other office management activities, as required.

Qualifications:

  • Bachelor's degree or equivalent work experience is required; additional relevant certifications are a plus.
  • 10+ years’ experience providing executive-level administrative support is required.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people.
  • Ability to complete a high volume of tasks and projects in a fast-paced environment.
  • Excellent judgment and ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential, sensitive and legal information.
  • Experience working with contracts on an administrative level (finalizing, sending for signature, etc.).
  • Experience liaising directly with clients on behalf of the business.
  • Biotech and contract development and manufacturing organization (CDMO) experience is an asset.
  • Knowledge of legal terminology, procedures and corporate transactional work will be considered an asset.

CCRM is a developing organization and represents a fluid working environment. Flexibility and adaptability are essential, and duties will be influenced by the needs of the organization.

Applicants must be legally eligible to work in Canada.

CCRM is committed to accessibility, diversity, and equal opportunity. Requests for accommodation can be made at any stage of the recruitment process, providing the applicant has met the bona fide requirements for the open position. Applicants should make their requirements known once contacted to schedule an interview, or when the job offer has been made.

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