Mitacs

Executive Assistant to the Chief Business Development and Partnerships Officer

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    Mitacs

    Executive Assistant to the Chief Business Development and Partnerships Officer

    Mitacs Montreal (Region), Quebec

    Administrative Support
    Posted 19 day(s) ago | Still Open
    Permanent 40 h - Full time As soon as possible Work shift: Day

    DESCRIPTION

    Be part of our innovative and entrepreneurial team!

    Through unique research and training programs, Mitacs is developing the next generation of innovators with vital scientific and business skills. In partnership with companies, government and academia, Mitacs is supporting a new economy using Canada’s most valuable resource – its people. In order to be successful at Mitacs you thrive in an entrepreneurial environment and promote a team atmosphere. You are an “out of the box” thinker who strives to implement continuous improvements to the programs we design and deliver. Mitacs prides itself on delivering quality, innovative programs to specific markets and encourages all staff to have a strategic approach to the projects they are working on. Mitacs fosters a culture where all employees are valued and respected.

    Executive Assistant to the Chief Business Development and Partnerships Officer

    Full-time, permanent, Montreal, Quebec

    Position Summary:
    Under the direction of the Manager, Administration, the Executive Assistant to the Chief Business Development and Partnerships Officer (CBD&PO) will provide effective and high-quality support to the CBD&PO, his Montreal-based VPs, and their respective teams. This position is also responsible for the efficient day-to-day operations of Mitacs’ Montreal office. The successful candidate will have a minimum of five-years’ experience in an administrative role, the ability to multi-task, effective communications skills, and the ability to meet deadlines with frequent interruptions. This position is part of an administrative team that provides a broad cross-section of administrative support to Mitacs’ programs and executives.

    Responsibilities:

    Provide support for the CBD&PO and the VP, Business Development by:

    - Managing and overseeing calendar and schedule, including both internal and external meetings and events
    - Preparing letters and communications
    - Organizing meetings with external stakeholders
    - Organizing travel arrangements and preparing expense claims
    - Drafting presentations for external stakeholder meetings
    - Researching and preparing briefings packages on specific topics for external meetings
    - Long-term planning of CBD&PO’s domestic and international travel in collaboration with the Partnerships and International departments
    - Managing and updating international planning and tracking documents
    - Provide support to the VP, International Partnerships and her team by:

    Managing and overseeing calendar and schedule, including both internal and external meetings and events
    Assisting in the organization of events
    Preparing documents as required (correspondence, reports, tables, spreadsheets), including preparation for Mitacs meetings (copying, collating, and binding etc.)
    Creating briefing materials and presentations for external meetings
    Participating in stakeholder outreach and select external meetings
    Creating a repository of international partnership agreements, supporting documentation and high-level correspondence by country
    Coordinating logistics, booking meetings and preparing briefings for international trips
    Organizing international travel arrangements, including flights, accommodations, itinerary and travel documents, and preparing travel expense claims
    Provide support to the Director of Marketing and his team by:

    Providing scheduling and meeting support to the Director, Marketing
    Preparing letters and communications
    Organizing travel arrangements and preparing expense claims
    Managing departmental meetings (including agenda preparation, chairing meetings, taking notes, and following up on relevant action items);
    Making recommendations for tools and processes to encourage effective departmental communications and distribution of information and ensure best practices continue to be followed.

    Skills and Experience:

    Bachelor’s degree from a recognized educational institution
    Fully bilingual in both French an English
    Five to seven years of administrative experience in a business, legal, or academic setting
    The ability to remain calm under pressure and to meet deadlines and prioritize tasks
    Strong verbal and written communication skills, including tact and diplomacy
    Self-motivated, able to work in a team environment and balance the needs of numerous individuals, as well as the team
    Working knowledge of content and information management systems
    Ability to maintain a high degree of confidentiality at all times
    Excellent technical skills using Microsoft Office 365, Sharepoint, and PowerPoint

    Requirements

    • Essential - Fully bilingual in both French and English
    Salary benefits : Corporate bonus program, 3 weeks vacation, matching RRSP, extended health and dental benefits, professional development budget
    Mitacs

    Mitacs

    Mitacs is a national, not-for-profit organization that has designed and delivered research and training programs in Canada for 19 years. Working with 60 universities, 4,000 companies, and both federal and provincial governments, we build partnerships...

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