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Office Manager

3 months ago

Surrey BC, Canada Quantum Algorithms Institute Full time

Company Description

Quantum Algorithms Institute (QAI) is a non-profit, economic development organization that has the mandate to advance the commercialization of quantum computing and create a world-leading quantum computing talent pool in British Columbia. QAI has its head office at Innovation Plaza on Simon Fraser University’s Surrey Campus which serves as the primary office location for staff. The Institute’s vision and mission set out the path for building a strong, world-leading applied quantum computing cluster in BC in collaboration with key industry, academic and government partners. At QAI, we believe that the quantum future is for everyone. We are committed to building a diverse and inclusive quantum ecosystem that is beneficial to all.

Role Description

The Quantum Algorithms Institute (QAI) is seeking a highly motivated and dynamic individual to fill the role of Office Manager where you will play a crucial role in organizing the administrative functions of the office, ensuring smooth operations and efficient workflow. In addition, you will help the QAI team promote engagement in quantum technology, and enhance QAI's presence within academic, industry, and non-profit sectors. You will be responsible for document management, coordinating with internal and external stakeholders, drafting and implementing office policies, assisting with financial tasks, and other administrative tasks. 

This is a full-time, permanent position in a hybrid work environment.  This position reports to the Director, Finance and Operations.

Role Overview

 

QAI Facilities

• Act as an on-site operations resource for QAI facilities, including coordinating facilities logistics and operations and procuring office supplies

• Assist with communications with facilities partners to coordinate functioning and use of QAI facilities

Events

• Assist with event planning and operation

• Coordinate with stakeholders to facilitate events

• Represent QAI at external community and partner events to strengthen partnerships and broaden awareness and engagement with QAI activities and mandate

Financial

• Receive, file and process QAI invoices with financial institutions

• Assist with annual audit

• Maintain organizational financial records

• Assist with budgeting and reporting, procurement, quotes, and communications with contractors

• Manage financial and in-kind sponsorships of community events and activities, overseeing budget allocation and resource utilization

Communications

• Draft correspondence to academic and industry partners, member organizations, and board members

Organizational Processes

• Assist with developing and implementing organizational processes for QAI projects and programs

• Collect, organize, and store information for the Institute, ensuring compliance with all policies

• Manage the QAI Calendar, room bookings, catering, facilities, mail and other requests

• Data entry, electronic filing, and data archiving

Research

• Conduct diversified research and create summary reports and graphics

Team approach

• Work closely with all other departments to keep them informed of organizational or policy changes

• Collaborate with other QAI team members to meet the Institute’s objectives, as necessary

• Assume other responsibilities as assigned, consistent with the role

Qualifications

  • Excellent communication skills, both written and verbal
  • Experience in providing administrative assistance
  • Proficiency with Microsoft 365, managing office equipment, online community, and event management tools
  • Strong customer service skills
  • Strong problem-solving skills
  • Strong organizational and multitasking abilities, with the ability to be adaptable
  • Attention to detail and accuracy
  • Financial management skills and ability to negotiate sponsorships and partnerships
  • Ability to work independently and remotely, with excellent time management skills
  • Excellent interpersonal skills with the ability to build relationships with diverse stakeholders, including academic, industry, and non-profit organizations
  • Collaborative and team-oriented mindset
  • Experience in the quantum computing industry is a plus
  • Bachelor's degree in Business Administration or related field
  • Knowledge and experience of quantum technologies a plus, but not necessary — willingness to learn on the job is an asset

If you are detail oriented, passionate about managing administrative tasks, fostering a productive work environment, and utilizing advanced technologies, we encourage you to apply for this exciting opportunity. Join us in ensuring smooth office operations and supporting our mission to drive innovation at QAI.