Executive Assistant, Marketing, Communications and Corporate Projects

Communication - Marketing - Sales
Details:
Corporate Services Support
Records Management
Compliance
English
July 12, 2017
Updated on
August 23, 2017
Valid until

Reporting to the Manager, Administration, this position is responsible for overseeing and managing numerous corporate projects while contributing to a collaborative, team-focused corporate culture.

POSITION SUMMARY:

Reporting to the Manager, Administration, this position is responsible for overseeing and managing numerous corporate projects while contributing to a collaborative, team-focused corporate culture. This position is part of an administrative team that provides a broad cross-section of administrative support to Mitacs programs and executives.

RESPONSIBILITIES:

Corporate Services Support

   Provide support to the Corporate Services teams and the VP of Marketing and Communications, including scheduling, meeting planning, travel, and project support;

   Assist in the development and coordination of Mitacs’ operational and corporate planning process.

   Provide support to internal and external communications projects, including Intranet updates and maintenance and assisting with media releases and announcements;

   Provide event support including logistics, coordination of corporate training and workshops, and developing and maintaining an events calendar and matrix;

   Provide data entry support for applications.

   Any other duties as assigned from time to time.

Records Management

   Manage Mitacs’ Corporate records, including distribution, retention, and storage. Documents include: partnership agreements, university agreements, MOUs, contracts, corporate documentation, and staff presentations.

   Liaise with other departments around implementation and maintenance of file management plan and schedule to ensure a consistent and effective process.

   Maintain and update corporate contact lists in centralized CRM.

Compliance

   Administer and manage Mitacs’ non-disclosure agreements, including uploading, tracking and ensuring sign-off by relevant Mitacs staff.

   Assist in coordinating the contractual reporting process, including coordinating data and information and verifying reporting information against agreements.

    Assist in the development, implementation, and management of the Mitacs Corporate Policy Framework.

   Assist in the development and compilation of corporate planning documents.

SKILLS AND EXPERIENCE:

   Bachelor's degree from a recognized educational institution

   3+ years of office experience in a business, academic, and/or technology environment

   Experience in managing and tracking corporate records and documents

   Strong writing and analytical skills and experience in producing corporate reports and documents

   Project management experience on a wide range of projects and in various capacities

   Attention to detail and accuracy, superior multi-tasking and organization skills

   Advanced reading comprehension skills, and the ability to process, analyze, and manipulate large amounts of text and data

   Experience handling private and confidential information with discretion

   Ability to remain calm under pressure and to meet deadlines and prioritize tasks

   Strong verbal and written communication skills, including tact and diplomacy

    Ability to communicate comfortably with individuals across all levels, both internally and externally

   Self-motivated, able to work in a team environment and balance the needs of a number of individuals and the team

   Excellent computer skills using Microsoft Office, particularly Excel, Word, and Powerpoint

   Experience in data entry

   Working knowledge of Sharepoint an asset

   Bilingual in French is an asset