Executive Assistant to The CEO

3 weeks ago

Toronto, Canada JMIR Publications Inc Full time

**Job description**

JMIR Publications, a small but rapidly growing publisher of peer reviewed STM journals with an emphasis on medicine, health, and technology titles, is seeking an enthusiastic, self-motivated Executive Assistant. We are a rapidly growing open access publisher (Growth500 company - one of the fastest-growing companies in Canada) with a strong social mission: To transform scholarly communication, and to make health and medical information available to people when they need it. While our primary users and clients are academic authors and researchers, we are increasingly developing innovative products and services for other user groups such as patients and consumers.

We offer competitive compensation, including a comprehensive, flexible benefits program that includes Extended Health and Dental Coverage, Disability Coverage, Life and Critical Illness Coverage. We are in a beautiful new office space near the harbourfront, with free snacks and beverages, and organize social events as a company such as BBQs.

**Job Summary**

**Executive Assistant Duties**:

- Responsibly lead and oversee a multi-diverse office overhead with focus on science distribution & publication
- Discretely handle sensitive and confidential matters relating to the daily activities of the executive team
- Provide professional administrative support in a helpful, respectful, friendly and timely manner
- Assist in coordinating meeting logistics, prepare agendas, meeting materials and meeting notes for actionable items and follow up.
- Coordinating schedules, travel itineraries, and conference registrations
- Assigned projects and research, as required
- Assist in preparing expense reports
- Coordinate and manage high profile contacts in the science and publishing world
- Assist in equipment management (creating shipping labels, receiving returned or broken equipment)
- Assist in contract/agreement administration via Dropbox sign (formerly Hellosign)

**Office Management Duties**:

- Ensure the main areas of the office are well maintained
- Order, organize and maintain office supplies, including food order purchases, equipment, inventory, office snacks and coffee bar
- Administer software licenses, keys, and cards in conjunction with other team members
- Manage all office keys and access to the office
- Liaise with the building manager, vendors, sub-tenants, and other resources to ensure the office environment is well maintained
- Coordinate any office repairs, renovations, or installations that may be needed
- Plan and manage organization events as needed (BBQs, parties, etc), in conjunction with the social committee
- Ensure office adherence to health and safety regulations
- Member of the Health and Safety and social committees
- Managing all incoming mail and distributing appropriately and tracking incoming cheque payments

**Competencies**
- Ability to prioritize and organize tasks
- Demonstrated good time management skills
- Organizing and planning capabilities
- Solid interpersonal skills
- Excellent verbal and written communication skills in English
- Patience, and professionalism including strict confidentiality
- High customer service orientation

**Technical Skills**
- Computer proficiencies (Google suite software, MS Office products
- Must be eligible to work in Canada

**Education**
- Post-secondary education: diploma or degree from a recognized institution

**Assets/ Nice to have**
- Payroll experience
- Experience with QuickBooks
- An interest in science, with a background in any academic field of science, a deeper understanding of the need to disseminate knowledge to the world via digital technologies and publishing specifically
- Experience using dropbox sign and slack

**APPLICATION PROCESS**

JMIR Publications is an equal opportunity employer. We wish to thank all those who apply; however, only those individuals whose skills and experience most closely match our requirements will be contacted by a member of our team.

**Salary**: $60,000.00-$70,000.00 per year

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