Executive Assistant

6 months ago


Vancouver, Canada adMare BioInnovations Full time

**About adMare BioInnovations**:
With a strong track record of globally competitive scientific discovery, Canadian life sciences is primed to lead the world. To make this a reality, adMare BioInnovations uses its scientific and commercial expertise, specialized R&D infrastructure, and seed capital to build strong life sciences companies, robust ecosystems, and industry-ready talent. We re-invest our returns into the Canadian industry to ensure its long-term sustainability.

Our 29 portfolio companies have attracted more than $2.3 billion of risk capital, have a combined value of over $4 billion, and employ more than 1000 Canadians. Our Innovation Centres are home to 35+ biotech companies, contract research organizations, and specialized commercialization support organizations. The adMare Academy has trained more than 500 alumni - 94% of whom are now working to build our life sciences industry.

**Job Summary**:
We are looking to bring in an Executive Assistant to provide a high-level administrative and operational support to the CEO office, manage the flow of information, materials to ensure professional and efficient operation of the CEO’s office. This is a regular full-time position working in a hybrid environment from our Vancouver adMare BioInnovations office.

**Responsibilities**:
CEO Office:

- Manages the calendar of the CEO which includes prioritizing projects, scheduling meetings, establishing suitable venues, preparing materials for meetings, ensuring the executive stays on track and organized throughout the day.
- Coordinates travel arrangements and prepares related travel itineraries and meeting agendas for the CEO and/or others as appropriate.
- Prepares and/or drafts a variety of confidential correspondence, reports and presentation materials.
- Maintains contacts for the CEO and ensures that they are appropriately transferred to corporate distribution lists.
- Responsible for organizing multi-faceted events/meetings. This includes budgets, arranging and configuring meeting space, coordinating catering and audio-visual services.
- Attends meetings when needed to record and distribute meeting minutes.
- Acts as liaison with various individuals both internally and externally, at all levels of the organization with the highest level of customer service.
- Processes expense claims primarily for the CEO and reconciles corporate credit card statements.
- Liaises with Communications to disseminate communiques from the CEO to recipients such as government, stakeholders and the community.
- Phone call management will include screening and prioritizing all phone calls.
- Assists in the preparation of all Board meeting materials.
- Other corporate and personal administrative matters may be required.
- Ad hoc duties and special projects as required.

Board:

- Organizes and coordinates Board and Committee meetings and administers and supports the Board’s online portal.
- Aids in the preparation and coordination of all Board meeting materials and flow of Board information.
- Helps in the preparation and coordination of all Committee meeting materials and flow of information.
- Maintains and manages corporate records and ensures the prompt and correct processing of Board-related documents.
- Prepares and/or drafts a variety of confidential correspondence, reports, and presentation materials.
- Provides support for Board members, including new Board member onboarding and orientation and coordinates ongoing training and development.
- Attends meetings when needed to record and distribute meeting minutes and action items.
- Attends meetings when needed to record and distribute meeting minutes and action items.
- Responsible for organizing multi-faceted events/meetings. This includes budgets, arranging and configuring meeting space, coordinating catering and audio-visual services.
- Coordinates travel arrangements and prepares related travel itineraries and meeting agendas for the Board of Directors and/or others as appropriate.
- Processes payroll reports and expense claims for the Board of Directors and reconciles corporate credit card statements.

**Qualifications and Skills**:

- Completion of a post-secondary business and/or office program, coupled with a minimum of 10 years’ relevant executive assistance experience; or an equivalent combination of training and experience.
- Experience providing support to a Board of Directors
- Demonstrated ability to effectively prioritize work, manage deliverables and handle multiple tasks simultaneously in a fast-paced environment.
- Strong attention to detail while successfully juggling competing and changing priorities.
- Able to think critically and exercise independent and sound judgment in anticipating needs and taking initiative.
- Professional and calm, always maintaining discretion and confidentiality.
- Excellent interpersonal skills to work in a dynamic, team-oriented environment requiring flexibility, adaptability, and highly developed organization


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