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Executive Assistant and Office Coordinator

Posting Date: 
Tuesday, May 22, 2018
Position / Role: 
Executive Assistant and Office Coordinator
Organization / Scope: 
Canadian Science Policy Centre
Location: 
Toronto, Ontario

One year contract to begin ASAP

If you are seeking an exciting and well–rounded hybrid role that brings a positive attitude to our team than wait no longer! The Canadian Science Policy Centre is on the look-out for a dynamic and ambitious self-starter who can fill the role of Executive Assistant and Office Coordinator, coupled with event and volunteer coordination experience. The position reports to the CEO and is responsible for providing office coordinator, c-level support and event and volunteer coordination services to the Canadian Science Policy Centre based in Toronto. The role will encompass various functions including liaising with other agencies, organizations, high profile stakeholders of the science innovation community, event planning, volunteer coordination and writing/drafting proposals and letters.

EXECUTIVE ASSISTANT AND OFFICE MANAGER RESPONSIBILITIES:

  • Maintains office services within a small office by organizing office operations and procedures; controlling correspondence and contact lists

  • Act as the point of contact for internal and external stakeholders

  • Prepare expense reports and maintain and process invoices and cheques

  • Take dictation and minutes and accurately enter data

  • Organizes staff meetings and executive schedules i.e.(calendar management)

  • Act as the EA to CEO of the organization

  • Responsible for general office operation including: Answering phone calls, email inquiries, book travel and meeting arrangements

  • Develop and maintain filing system

  • Oversee incoming and outgoing mail and courier packages

  • Bookkeeping and maintain financial records

EVENT AND VOLUNTEER COORDINATION RESPONSIBILITIES:

  • Coordinates CSPC sessions including lectures and panels

  • Liaison with service vendors, venues and speakers

  • Coordinate volunteers and volunteer engagement programs

  • Keep track of the meetings, tasks and performance of volunteers

WRITING AND COMMUNICATIONS:

  • Drafting and editing letters, proposals, and documents

  • Communication with various types of stakeholders from students to minister/ government policy offices

REQUIREMENTS / QUALIFICATIONS:

Experience:

  • 5 years proven experience as an Executive Assistant and Office Coordinator

  • Experience in volunteer and event coordination is an asset

  • Knowledge of office management systems and procedures

  • Attention to detail is a must

  • Exemplary planning and time management skills

  • Excellent proficiency in Microsoft Applications, i.e. (Word, Excel, Powerpoint and outlook) and Google Drive

  • Must be a self starter; work well independently and within a team environment

  • Working knowledge of office equipment, i.e. printers/fax machines

Skills:

  • Strong command of English writing, drafting letters and proposals is a must

  • Excellent English verbal communications

  • Exceptional time management skills and the ability to prioritize work

  • Superb organizational skills with the ability to multi-task is crucial

  • Ability to implement procedures in a fast-paced and evolving environment

  • Caters to customer complaints in a timely and efficient manner

  • Able to solve issues at a snap of finger onsite or in-office

  • Social media savvy, writing engaging captions for Twitter and Linkedin posts

  • Attention to detail is a must

  • French language is an asset

Education:

  • Post-secondary education (degree or diploma) in relevant field

Salary Range:

Depending on the experience $45,000-$50,000

*All interested candidates can apply with cover letter and resume to info@sciencepolicy.ca with the subject line: Application for CSPC Executive Assistant and Coordinator. We thank all applicants for their interest, however, only applicants selected for an interview will be contacted. No phone calls please.