Executive Assistant
Executive Assistant
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Job Description
Position summary
The Executive Assistant (EA) is a key partner to the executive leadership team for the CFO Technology and Human Resources departments providing exceptional administrative and organizational support. Based in our Vancouver office (in office 3 days per week) and reporting directly to the CFO the EA will also oversee daily office operations to ensure a smooth and welcoming workplace. This role is ideal for a proactive detail-oriented professional who thrives in a fast-paced environment enjoys working closely with senior leaders.
Responsibilities
- Manage complex calendars schedules and meeting coordination for internal and external stakeholders.
- Serve as liaison between executive leadership and departmental teams fostering communication and collaboration.
- Support departmental processes including project planning prioritization execution and training.
- Identify and implement process improvements to enhance efficiency and scalability.
- Prepare agendas materials reports and presentations; track and follow up on action items.
- Manage confidential information with discretion.
- Coordinate corporate travel event registrations and logistics.
- Prepare reconcile and submit expense reports.
- Oversee day-to-day office functions including supplies equipment vendor relationships and facility maintenance to ensure a smooth and efficient work environment.
- Manage meeting room bookings office layouts and in-office work schedules ensuring adequate resources and support for onsite staff events and visitors.
- Perform other duties as assigned.
Skills/Qualifications
- Minimum 5 years administrative experience in business non-profit or academic environments; senior-level support preferred.
- Exceptional verbal and written communication skills with tact diplomacy and relationship-building ability across all levels.
- Strong organizational multitasking and meeting management skills with high attention to detail.
- Proven ability to manage confidential information and navigate complex organizational dynamics.
- Calm under pressure able to prioritize and meet deadlines in a fast-paced environment.
- Proficient in Microsoft Office Suite (Word Excel Outlook PowerPoint SharePoint Teams).
- Fluency in English required; bilingual (English/French) an asset.
Hiring Range: $64640 - $76760
Hiring and Salary Range Transparency
Typically employees are hired transferred or promoted within the salary range specifically between the minimum and midpoint in the hiring range.
The salary range refers to the range of base salaries for a given position encompassing the minimum and maximum amounts. The midpoint of the range is positioned approximately halfway between the minimum and maximum indicating a fully qualified employee with comprehensive job knowledge and experience for the role.
Only in rare and exceptional circumstances where a candidate has the experience skills and expertise that far exceed those required for the position would we consider paying above the hiring range for this role.
Equity diversity and inclusion (EDI) and decolonization are core values at Mitacs: Equity Diversity and Inclusion - Mitacs. We believe a diverse workforce comprised of individuals with different ideas strengths interests and backgrounds (e.g. gender identities and expressions Indigeneity race abilities sexual orientation and other identities) are crucial to our success. We welcome everyone to apply and encourage you to connect with us if you require accommodations during the recruitment process.
Required Experience:
Senior IC
Employment Type
Full-Time
