Administrative Assistant

**Position: Administrative Coordinator**
**Site: MaRS Centre, Toronto**
**Department: Executive Office Team**
**Reports To: Manager, Executive Office**
**Salary: Commensurate with level of experience**

**Hours: 35 hours/week**
**Status: Full-time, Permanent**

The Ontario Institute for Cancer Research (OICR) is seeking a professional, reliable and diligent Administrative Coordinator to support the Executive Office Team. The Administrative Coordinator will provide full administrative support to the Executive Office Manager and Senior Director, Strategy and Governance while maintaining a high standard of professionalism, confidentiality and teamwork. Strong interpersonal, organizational and customer service skills are essential for success in this role.

Fully vaccinated is defined as having received all of the required doses of a Health Canada approved vaccine and having received the final dose at least 14 days before your employment start date.

To learn more about working at OICR, visit our **career page**.

**The responsibilities include**:

- Provide general administrative support to the Executive Office Manager and Senior Director, Strategy and Governance.
- Support Executive Office Manager and Senior Director, Strategy and Governance with meetings by proactively collecting agenda items, establishing agendas, assembling material for distribution and preparing minute templates.
- Organize complex travel arrangements using Travel Edge/Concur.
- Prepare expense reports and manage submissions using Certify.
- Manage OICR’s weekly communications (Monday Briefing and Friday Note).
- Assist with OICR Board of Directors meetings and formatting Board notes.
- Manage signature request process.
- Coordinate, process, and track the submission of invoices and expenses, prepare monthly expense reports and reconcile monthly purchasing cards.
- Collect and prepare monthly Rogers invoices for approval by the Executive Office Manager.
- Manage professional memberships and subscriptions.
- Maintain accurate record of talks, publications, and information for curriculum vitae.
- Maintain electronic and manual files in accordance with OICR policies and procedures.
- Set-up and clean-up of boardrooms for on-site meetings.
- Oversee general office supply inventory and place orders as needed.
- Provide vacation support to the Executive Office’s Administrative Assistant, as needed.
- Attend bi-monthly Administrative Council meetings.
- Ability to flex workday hours to meet intermittent special events or tasks (e.g., logistics associated with meetings, deadlines associated with budget or operational reviews, etc.).
- Performing other duties consistent with the job classification, as required.

**Qualifications**:

- Minimum three (3) to four (4) years of experience in a comparable administrative role.
- Completion of a recognized post-secondary Office Administration Program (College diploma) preferred or equivalent work experience.
- Advanced proficiency in computer software, e.g., MS Word, Outlook, Excel.
- Demonstrates exemplary customer service skills and good judgment.
- Excellent organizational and problem-solving skills; quality and detail-oriented.
- Excellent verbal and written communication skills.
- Strong internal and external relationship management skills, ability to interact and work professionally and effectively with staff and vendors.
- Ability to work well under pressure, prioritize and multi-task within a fast-paced environment.
- Self-motivation and initiative.
- Adaptability, flexibility, diplomacy and tact.
- Post-secondary education is an asset.

OICR is a collaborative, not-for-profit research institute accelerating the development of new cancer research discoveries for patients around the world while maximizing the economic benefit of this research for the people of Ontario. We are dedicated professionals who bring expertise to each of our roles. We are looking for individuals who share our values of excellence, innovation, collaboration, impact, responsibility and community.

Launched in December 2005, OICR is an independent institute funded by the Government of Ontario through the Ministry of Colleges and Universities.


**CLOSING DATE: Until Filled**
- The Ontario Institute for Cancer Research thanks all applicants. However, only those under consideration will be contacted._