OVERVIEW OF ROLE
The Vector Institute is seeking an Executive Assistant (EA) to join our growing team in Toronto. Reporting directly to the President and CEO (CEO), you will oversee the daily operations of the Office of the CEO and build community engagement through fostering an inclusive, welcoming, and collaborative environment. You will be expected to undertake a variety of administrative functions and fulfill all activities normally expected of an EA, in addition to special projects that contribute to Vector successfully achieving its mission and strategic objectives.
SELECT KEY RESPONSIBILITIES
- Regularly undertake a broad variety of administrative tasks including managing the CEO’s active calendar of appointments, composing and preparing both confidential and corporate correspondence, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings;
- Serve as a primary point of contact for internal and external constituencies for all matters pertaining to the Office of the CEO;
- Develop and implement a robust electronic records system and records review process;
- Research, prioritize and follow up on inbound files, issues, and concerns addressed to the CEO, including those of a sensitive or confidential nature;
- Act as a liaison to Vector's Board of Directors, sponsors, donors, and affiliates, in co-operation with Vector's Chief Operating Officer;
- Participate as a member of the executive staff in support of the CEO;
- Plan, coordinate, and ensure that the CEO’s schedule is followed and respected. Act as both a “gateway” and a “gatekeeper” in a positive and respectful way to coordinate appropriately timed direct access to the CEO’s time and office;
- Determine the appropriate courses of action, referral, or response and communications decisions to both external stakeholders and internal staff;
- Work closely and effectively with the CEO to keep them well-informed of upcoming commitments and responsibilities, following up appropriately on both short-term day-to-day issues and longer-term strategic priorities with supporting materials;
- Act in an issues-management capacity and relationship-management role with a high degree of political acuity, possesses a real-time sense of active and on-going issues in the workplace, keeping the CEO informed of new emerging issues and other matters that have been resolved;
- Prioritize conflicting needs, manage limited resources, handle matters expeditiously, and follow through on projects to successful completion, often with conflicting and undefined deadlines and pressures;
- Coordinate internal and external meetings and identify, track, and monitor key strategic and operational action items for approval and follow-up; and,
- Undertake special projects and perform other administrative and business functions as required, which may involve providing support to other members of the senior leadership team and related work streams.
PROFILE OF IDEAL CANDIDATE
- You are either currently or have previously been in an EA role in a fast-paced, growth-oriented organization;
- You possess, at a minimum, an undergraduate degree;
- You have exceptional verbal and written English communication skills, with experience in drafting correspondence on behalf of a CEO that will interact with a highly varied and demanding set of internal and external stakeholders;
- You are proficient with G Suite and Microsoft Suite applications;
- You are technically savvy and can master new software easily. Experience with tools such as Eventbrite, Customer Relationship Management software, and Zapier would be an asset;
- You possess a high degree of political acuity and have experience working and building relationships with a wide range of clients including C-suite executives, higher education administrators, government representatives, and institutional stakeholders providing all with a trusted, respectful point of contact;
- You have a base understanding of the various organizations in Vector’s ecosystem (e.g., CIFAR, OCE, and MaRS);
- You are organized, able to prioritize tasks and resolve multiple problems in a timely manner without formal procedures;
- You are able to work autonomously, concept to completion, multi-task, and work in a fast-paced and stressful environment;
- You have strong problem-solving skills with the ability to proactively manage and minimize potential problems before they occur;
- You possess a strong sense of discretion and confidentiality in all matters;
- You have a positive attitude, integrity, great character, sense of humour and bring a positive contribution, energy, and outlook to a corporate culture; and,
- You are motivated by continuous learning and a desire to make a difference and continue to grow and take on new responsibilities.
Please address applications (cover letter and resume) to Kailyn Burke, Human Resources Business Partner, using the link provided. Review of applications will begin May 21, 2021. We thank all applicants for their interest in this exciting opportunity and will be in touch with those whose qualifications most closely match with our needs.
Please note that all interviews are currently being held remotely due to the ongoing COVID-19 pandemic.
At the Vector Institute we are committed to driving excellence and leadership in Canada’s knowledge, creation, and use of AI to foster economic growth and improve the lives of Canadians. We strive for greater inclusion in the programs and culture that we build by welcoming and encouraging applications from all qualified candidates. This includes but is not limited to applicants who are indigenous, LGBT2Q+, racialized persons/visible minorities, women, and people with disabilities.
If you require an accommodation at any point throughout the recruitment and selection process, please contact firstname.lastname@example.org and we will happily work with you to meet your needs.