Manager, Office of The CEO

2 weeks ago

Toronto, Canada Vector Institute Full time

***

**OVERVIEW OF ROLE**

The Vector Institute is seeking a **Manager, Office of the CEO,** to join our growing team in Toronto. The Manager, Office of the CEO provides high-level support directly to the CEO and enables our CEO to be a more effective and productive leader by creating space to focus on the most important things. The Manager is a trusted advisor and will be involved in a broad range of critical activities including highly strategic and tactical duties. This new role will combine project management, stakeholder management, as well as administrative tasks and work alongside senior leadership to successfully execute Vector’s mission and strategy. This role will also work closely with internal and external government relations strategy resources to support the execution of Vector’ interests.

You will oversee the work of an administrative assistant who will provide support for the CEO and other members of the executive team as required.

**KEY RESPONSIBILITIES**
- Manage and triage the workflow of the CEO; prioritize, delegate, and complete work on behalf of the executive;
- Assess inquiries directed to the CEO and determine a proper course of action; vet and prioritize requests for time, routing requests to other work streams as appropriate;
- Accompany the CEO to critical meetings in support of Vector’s senior leadership team;
- Foster and strengthen important and valuable stakeholder relationships across government, industry, and academia on behalf of the CEO; serve as a liaison to key stakeholders;
- Support the CEO in creating critical communications and correspondence;
- Coordinate with internal and external event organizers to secure and plan speaking engagements for the CEO; develop presentations, briefings, and other materials as required;
- Support CEO external engagements, including research and the creation of materials in collaboration with the Marketing & Communications work stream;
- Support annual corporate activities such as strategic planning;
- Act as a liaison to Vector's Board of Directors and organize Board of Directors meetings, including development of agenda and presentation materials in conjunction with senior staff, and contributing to meeting minutes;
- Summarize key CEO meetings, including action items, distributing them to the rest of the organization; ensure action items are followed up in a timely manner;
- Develop and manage operational processes and systems to improve efficiency and effectiveness of the executive office;
- Manage and coordinate workflow of an Administrative Assistant to ensure all duties including, calendar management, meeting coordination, and travel arrangements are executed flawlessly;
- Lead strategic initiatives and special projects as determined by the CEO;
- Oversee implementation of electronic records management, records processes, and retention requirements;
- Research, prioritize, and follow up on inbound files, issues, and concerns addressed to the CEO, including those of a sensitive or confidential nature;
- In partnership with Vector’s government relations internal and/or external resources, influence funding relationships for Vector e.g., developing and facilitating major proposals, meetings and discussions for funding of current Vector activities, and/or supporting the building of new programs aligned with both government and Vector priorities; and,
- Complete other duties and responsibility as assigned.

**KEY SUCCESS MEASURES**
- The CEO’s office is efficiently managed and well-organized;
- The CEO is fully apprised of critical issues and subsequent action plans and follow up are executed and/or delegated accordingly;
- Vector’s CEO develops meaningful relationships with partners and key stakeholders resulting in frequent meetings requests for our CEO and other Vector Executives for input on strategic trends, policies, frameworks, and other such matters;
- Emerging contentious issues and reputational risks are properly identified for the CEO and proactively mitigated with stakeholders;
- Initiatives are well-planned and coordinated across programs, optimizing efforts for both maximum visibility and engagement with stakeholders;
- All internal and external stakeholders are aware of and engaged in stakeholder and employee engagement activities as necessary; and,
- Vector’s senior leadership is aligned with the ability to execute on strategic priorities and managing as a cohesive team.

**PROFILE OF THE IDEAL CANDIDATE**
- The Manager, Office of the CEO is a highly analytical problem-solver with advanced communication, inter-personal, and organizational skills;
- Possessing a strong sense of ownership, the Manager, Office of the CEO is comfortable multi-tasking, working both in ambiguity and under tight deadlines to drive initiatives forward;
- Proven ability to exercise sound and independent judgement in a variety of different situations;
- Experience developing project plans and managing project teams to produce hig

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