Office Services Assistant

3 weeks ago

Toronto, Canada Vector Institute Full time

**JOB DESCRIPTION**

**OFFICE SERVICES ASSISTANT**

**POSITION OVERVIEW**

Reporting to the Office Services Manager, the
**Office Services Assistant** is a key contributor to the Vector Institute’s office environment, services, and culture. In this dynamic role, the Office Services Assistant will support a group of diverse stakeholders by maintaining daily operations of Vector’s physical space, assisting in the execution of academic and industry events, and working to build community engagement through fostering an inclusive, welcoming, and collaborative environment.

**KEY RESPONSIBILITIES**
- Administrative_
- Provide reception services answering questions from Vector members and welcoming and directing visitors;
- Work with suppliers to ensure timely machine maintenance for office equipment (e.g., Audiovisual systems, printing systems, etc.);
- Work with building security teams and internal tracking frameworks to process access requests to the space and other resources, ensuring requestors are compliant with applicable labour and immigration laws and internal policies, and escalate as required;
- Work closely with the Scientific Computing team to update and maintain researcher records and deactivate expired accounts in accordance with established processes;
- Work with the Human Resources team to establish and facilitate junior researcher onboarding and orientation programs;
- Facilitate researcher access to services such as catering coordination, lab meeting scheduling support, and onboarding documentation and resources;
- Liaise with buildings’ Tenant Services at multiple office sites to ensure regular maintenance as well as timely and satisfactory completion of any additional cleaning jobs or work;
- Assist with financial tracking within the Office Services team and work with the Finance team to ensure invoices are paid on time;
- Track and maintain office, cleaning, and kitchen supplies inventory; and,
- Accept deliveries, coordinate shipping, and manage mail pickup and distribution.
- Event Setup and Logistics Support_
- Ensure rooms are set up appropriately for events, including configuration of multi-purpose rooms, catering, and audiovisual setups;
- Assist Events Manager with setup and running of onsite events, including academic talks and events, industry-oriented presentations, and community-building social events; and,
- Provide tier-2 technology troubleshooting and support and work closely with the Technology team to implement and maintain technology solutions and features for staff and researchers.
- Office Services_
- Act as a resource for staff, faculty, and students for access and space policy information, space etiquette and behavioural expectations, and information on room booking and other resources;
- Monitor and respond to requests for support and supplies in a timely manner, and processes approved requests according to established processes;
- Assist the Office Services Manager with regular scans of the office environment, ensuring negative behaviours and habits are discouraged and enforcing policies and expectations relating to the space;
- Regularly update visual directory to include new and visiting researchers; this may require photographing those who do not have a photo readily available;
- Perform daily tidying of kitchen areas, including maintaining coffee machines and running the dishwashers;
- Assist in collection and processing of data related to desk and space usage; and,
- Perform other related duties and responsibilities as determined by the Office Services Manager.

**PROFILE OF THE IDEAL CANDIDATE**
- A college diploma or university degree in a related field is preferred;
- You are currently in or have 1 - 2 years’ experience in an Office Assistant or similar role;
- You are comfortable in a fast-paced, growth-oriented organization where you are frequently called upon to manage issues in a timely manner with little formal procedure;
- You are proficient in Microsoft Office 365 and the Google Suite of services;
- You have exceptional written and verbal English communication skills;
- You are highly organized, are adept at prioritizing conflicting needs, managing limited resources, and handling matters expeditiously, and follow projects through to successful completion, often with conflicting and undefined deadlines;
- You are a creative problem solver with a keen attention to detail with the ability to actively manage and minimize issues before they arise and bring order to sometimes chaotic situations;
- You have a positive attitude, integrity, great character, a sense of humour, and bring positive energy and outlook to a corporate culture;
- You enjoy working alongside and collaborating with a variety of people from diverse personal and professional backgrounds who are entrepreneurially-minded, mission driven, results oriented, and laser focused; and,
- You strive to create and support a respectful, friendly, fun, and safe environment for staff and researche

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