Executive Assistant CEO Office

2 months ago

Montréal QC, Canada adMare BioInnovations Full time

**About adMare BioInnovations**:
With a strong track record of globally-competitive scientific discovery, Canadian life sciences are 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, develop robust ecosystems, and foster industry-ready talent. It re-invests its returns into the Canadian industry to ensure its long-term sustainability. adMare has helped build 36 companies, of which 25 are still active. These companies have attracted $2.4 billion of risk capital, have a combined value of $5.7 billion, and have created around 1,000 jobs in Canada. Our dynamic Montreal and Vancouver Innovation Centres have been home to 48 life science companies to date, with the 27 current resident companies employing over 350 life sciences professionals. The adMare Academy has trained more than 750 alumni — 92% of whom are employed in the 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, manage the flow of information, materials to ensure professional and efficient operation of the CEO’s office and the Board administration. This is a regular full-time position working in a hybrid environment from our Vancouver or Montreal 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.
- Excelle

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