Executive Assistant

2 weeks ago

Toronto, Ontario, Canada Ontario Institute for Cancer Research Full time

Position:
Executive
Assistant

Location:
MaRS Centre, Toronto**
Department:Therapeutic Innovation & Drug Discovery**
Reports To: Head, Therapeutic Innovation and Drug Discovery**
Salary:Commensurate with level of experience**
Hours:35
h
ours/week**
Job Type: On-site

Status:
Full-time, Permanent**The Ontario Institute for Cancer Research (OICR) is seeking an Executive Assistant to join the Drug Discovery Program.


The Executive Assistant will provide full executive administrative and office management support to the Head, Therapeutic Innovation and Drug Discovery while maintaining a high standard of professionalism, confidentiality, and teamwork.

You will exercise your decision-making capabilities; demonstrate initiative in your work assignments and exhibit judgment and independence to coordinate administrative responsibilities in support of this senior level position.

To learn more about working at OICR, visit our career page.

The responsibilities include:

  • Proficiently and efficiently providing administrative support to the Head, Therapeutic Innovation and Drug Discovery. Drafting day to day correspondence, reviewing and editing written documents.
  • Working closely with and supporting the Drug Discovery team, managing external scientific software licenses accounts.
  • Provide effective calendar management (Outlook): organizing and managing the scheduling of calendars, coordinating/scheduling internal and external meetings, taking minutes and distributing completed minutes in a timely fashion when necessary. Setting up meeting rooms and arranging refreshments as required.
  • Making complex travel arrangements and coordinating all aspects of travel reservations, i.e., visa(s), airline(s), hotel(s) and transportation.
  • Preparing preapprovals, invoices, expense reports on time and according to OICR policies.
  • Maintaining scientific CV of Principal Investigator and other senior leadership members in several formats.
  • Facilitating onboarding and offboarding of staff and updating department organizational and seating charts.
  • Ensuring all documents are brought forward in advance of appointments & meetings, tracking what needs to be completed for the meeting and ensuring that deadlines are met.
  • Ensuring efficient operation of the office. Developing, organizing, and maintaining electronic and paper information filing/retrieval methods, systems or formats, paying attention to confidentiality.
  • Performing various clerical support functions.
  • Handling all general office duties such as arranging for pickup and delivery of courier packages, mail distribution, filing, photocopying.
  • Professionally communicating and liaising with HR, finance and administrative assistants within OICR, as well as external stakeholders.
  • Backup to reception position upon occasion may be required.
  • Assisting with special projects and crossfunctional responsibilities, as assigned.
  • Performing other duties as consistent with job classification, as required.

Qualifications:

  • Bachelor's degree preferred, a scientific degree or background would be an asset.
  • Minimum four (4) years of administrative experience supporting a senior executive(s) in a comparable administrative role (e.g., knowledge of the formal and informal protocols and methods of supporting seniorlevel positions).
  • Excellent understanding of general office administrative processes and procedures.
  • Completion of a recognized postsecondary secretarial arts program at the certificate level or equivalent would be an asset.
  • Must be proficient at using and searching on the Internet.
  • Excellent time management, planning and organization skills.
  • Results
- and detail-oriented mindset coupled with a strong sense of urgency.

  • Must have advanced keyboarding skills and highlevel proficiency in computer skills (Microsoft Word, Excel, Outlook, PowerPoint, Adobe).
  • Excellent communication skills, both oral and written.
  • Excellent interpersonal and customer service skills to facilitate regular interaction with OICR staff at all levels and with representatives from external community organizations and clients.
  • Uses tact, discretion, and diplomacy in all communications; negotiation and persuasion skills are needed to manage the Head's calendar and schedule/reschedule meetings with internal and external contacts.
  • Ability to handle sensitive and confidential information in a discreet and professional manner when discussing issues with other OICR staff or external stakeholders.
  • Ability to prepare routine material from general instructions and take minutes of meetings.
  • Proven ability to work collaboratively. Must be a team player.
  • Proven ability to multitask and project manage, yet exercise precise attention to detail.
  • Proven ability to adapt and work in a growing and fast paced environment.
  • Proven ability to use good judgment in assessing difficult situations.
  • Listens effectively to staff and stakehol

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