Administrative Assistant

3 weeks ago

Toronto, Canada Vector Institute Full time

**JOB DESCRIPTION**

**Administrative Assistant**

***

The Vector Institute is seeking an energetic and detail-oriented Administrative Assistant to join the team. Reporting to the CEO’s Strategic Assistant, you will play a critical role in supporting the CEO and other senior executives in their day-to-day operations. You will be responsible for managing administrative tasks, coordinating schedules, and facilitating effective communication for the organization.

**KEY RESPONSIBILITIES**:
- Provides administrative support to ensure efficient operation of the CEO’s office;- Provides administrative support for other senior executives (COFO, CDO, CIO) as required;- Coordinate and manage complex calendars, including scheduling meetings, appointments, and travel arrangements for the CEO and other executives. Proactively anticipate and resolve scheduling conflicts to ensure efficient use of their time;- Under the direction of the CEO’s Strategic Assistant, communicates the CEO’s schedule and ensures that it is followed and respected;- Arrange domestic and international travel logistics for the executives, including flights, accommodations, visas, and transportation. Provide detailed itineraries and assist with expense reports;- Handle sensitive and confidential information with utmost professionalism and maintain a high level of discretion in all matters;- Build and maintain positive relationships with internal teams, external stakeholders, and clients;- Represent the executives in a professional manner and handle inquiries and requests effectively;- Oversee and manage administrative tasks such as ordering office supplies, coordinating equipment maintenance, and coordinating meeting and event logistics;- Under direction of the Strategic Assistant, manage incoming and outgoing correspondence;- Support the executives in various special projects, including research, data analysis, and presentations and collaborate with cross-functional teams to ensure project deliverables are met; and,- Perform other administrative tasks such as maintaining databases, supporting documentation and records retention.

**KEY SUCCESS MEASURES**:
- Administrative processes and approval controls are coordinated and well-managed in close coordination with Vector’s other work streams;- Good systems are established and maintained for communication with key internal and external stakeholders;- Support provided by the Administrative Assistant frees up the time of the CEO and other senior Executives to focus on other critical work; and,- The Administrative Assistant contributes to the Vector team environment and the Institute’s vision and mission.

**PROFILE OF THE IDEAL CANDIDATE**:
- You are highly organized and motivated to work with diverse perspectives and ideas to foster a collaborative environment;- College diploma or university degree in a related field;- You have 2-3 years of administrative experience supporting senior executives;- You have strong time management skills with a demonstrated ability to maintain confidentiality and discretion and provide all with a trusted, respectful point of contact;- You possess a positive attitude, integrity, a sense of humour, are tactful, and bring positive energy and outlook to a not-for-profit corporate culture;- You have excellent written and verbal communication skills;- You are proficient in Microsoft Office 365 and the Google Suite of services;- You enjoy working alongside and collaborating with a variety of people from diverse personal and professional backgrounds who are mission driven, results-oriented and focused;- You are detail-oriented with a high level of accuracy in work; and,- You are flexible and can adapt to changing priorities and work under tight deadlines.

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