DO YOU WANT TO BE PART OF OUR INNOVATIVE AND ENTREPRENEURIAL TEAM?

Do you thrive in an entrepreneurial environment and enjoy working in a team atmosphere? Are you an “outside the box” thinker who strives to implement continuous improvements? Do you take a strategic approach to your work? Do you enjoy in a fast-paced culture where your opinions are valued and respected? Do you enjoy building partnerships to solve mutually beneficial challenges?
Mitacs is a national not-for-profit organization that helps industry and not-for-profit partners solve strategic challenges by leveraging Canada’s world-class post-secondary talent and a global network of industry, academic, and government partnerships. Through these collaborations, Mitacs helps business and community partners succeed, improves students’ on-the-job skills development, and strengthens Canada’s world-class innovation ecosystem. At Mitacs, we strive to develop the next generation of innovators with vital research and business skills. In partnership with domestic and international companies, governments, and academia, we support a new economy using Canada’s most valuable resource — its people.
To get a better understanding of Mitacs and read more about our values, please visit our website.

POSITION SUMMARY

Reporting jointly to the VP, Policy, Program Development and Government Relations and the Director of Government Relations, the Compliance Officer & Senior Administrator will provide effective and high-quality support to their respective teams.
The Compliance Officer & Senior Administrator is responsible for administrative support to the Policy, Program Development and Government Relations team and for ensuring that Mitacs’s approach to lobbying of government office holders is in a manner consistent with relevant legislation and Mitacs values. To ensure compliance with all lobbying requirements in all jurisdictions across Canada, will support the Director, Government Relations in establishing and implementing a systematic approach to government relations. The successful candidate must demonstrate a solid understanding of the Lobbying Act, and the ability to evaluate circumstances and determine required actions within that legal framework.

LOBBYING COMPLIANCE REQUIREMENTS

• Overseeing all provincial and federal lobby registrations and ensuring they are kept up to date and that the organization meets all compliance requirements
• Keeping up to date on any changes to lobbying requirements across jurisdictions
• Monitoring parliamentary and committee proceedings across jurisdictions and identifying opportunities for Mitacs leaders to present or advocate for funding opportunities, policy or regulatory changes and profile-raising purposes
• Maintaining a series of internal repositories for each unique jurisdiction (federal, provincial and territorial) to ensure that documentation for all meetings in each jurisdiction is available
• Providing proactive outreach to registered lobbyists to ensure all reporting is captured in any communication reports as well as Mitacs’ internal repositories
• Ensuring that Mitacs lobbyists have received proper training and are aware of their responsibilities as lobbyists
• Booking government relations meetings where appropriate
• Review all agreements to ensure that lobbying requirements and compliances align to Mitacs lobby policies and processes
• Approve and provide attestation on all government reporting related to compliance to lobbying requirements set out in an agreement

SKILLS/QUALIFICATIONS

• At least three years of senior administrative experience in a business, not-for-profit organization, and/or academic setting supporting senior level managers
• Strong verbal and written communication skills, including tact, discretion, and diplomacy in interactions with colleagues, clients and stakeholders located across Canada
• Experience in project management techniques and best practices
• Previous experience supporting senior level managers preferred
• Ability to build relationships at all organizational levels both internally and externally
• Ability to thrive in a fast-paced environment, demonstrating flexibility and adaptability to shifting priorities and evolving business needs
• Ability to grasp complex organizational dynamics and act in a manner of high diplomacy and confidentiality
• Effective meeting management skills
• Ability to thrive in a fast-paced environment, demonstrating flexibility and adaptability to shifting priorities and evolving business needs
• Attention to detail and accuracy, superior multitasking, organization, and problem-solving skills
• Ability to remain calm under pressure and to meet deadlines and prioritize tasks
• 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 (Word, Excel, Outlook, PowerPoint, SharePoint, Teams)
• Fluency, both written and spoken, in both official languages (English and French) is an asset. Knowledge of written and spoken English is required in this role as you will interact with colleagues, clients and stakeholders located across Canada.

ADMINISTRATIVE DUTIES

• Proactively manage and oversee complex calendar and schedule, including both internal and external meetings and events
• Prepare letters and communications
• Track organizational memberships, event sponsorships and subscriptions
• Organize meetings with external stakeholders (may include setting agendas, taking minutes, and driving follow-up of action items, catering) and off-sites and team-based social events, with associated budgets and logistics
• Draft presentations for external stakeholder meetings
• Research and prepare briefings packages on specific topics for external meetings
• Organize travel arrangements and prepare expense claims. Arrange corporate travel and event attendance as requested (including but not limited to flights, hotel booking, car rentals, train bookings, registrations to events, etc.)
• Manage departmental meetings (including agenda preparation, , taking notes, and following up on relevant action items)
• Other duties as assigned from time to time