Executive Assistant - Maternity Leave Contract

at  adMare BioInnovations

ABOUT ADMARE BIOINNOVATIONS:

With a strong track record of globally-competitive scientific discovery, Canadian life sciences are primed to lead the world. To make this a reality, adMare BioInnovations uses its scientific and commercial expertise, specialized R&D infrastructure, and seed capital to build strong life sciences companies, develop robust ecosystems, and foster industry-ready talent. It re-invests its returns into the Canadian industry to ensure its long-term sustainability. adMare has helped build 36 companies, of which 25 are still active. These companies have attracted $2.4 billion of risk capital, have a combined value of $5.7 billion, and have created around 1,000 jobs in Canada. Our dynamic Montreal and Vancouver Innovation Centres have been home to 48 life science companies to date, with the 27 current resident companies employing over 350 life sciences professionals. The adMare Academy has trained more than 750 alumni — 92% of whom are employed in the life sciences industry. For more information, please visit www.admarebio.com.

SUMMARY:

We are seeking a highly organized and proactive Executive Assistant to support our COO & CFO. The ideal candidate will be a master of multitasking, with exceptional communication skills and a keen eye for detail. This role requires a high level of professionalism, discretion, and the ability to work independently in a fast-paced environment.
The position is an 18 months maternity leave contract, working in hybrid environment, based in our Vancouver location .

EXPERIENCE AND QUALIFICATIONS:

• Completion of a post-secondary business and/or office program, coupled with a minimum of 6 years’ relevant executive assistance experience; or an equivalent combination of training and experience
• Able to think critically and exercise independent and sound judgment in anticipating needs and taking initiative.
• Exceptional organizational and time management skills, knowing how to prioritise work and manage deliverables.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive information with discretion.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Proactive - takes initiative and anticipates needs.
• Maintains a high level of professionalism and confidentiality.
• Adaptable and thrives in a fast-paced, dynamic environment and can effectively multi-task.
• Detail-oriented - pays close attention to detail and ensures accuracy in all tasks while juggling competing and changing priorities.
• A ‘continuous improvement’ mindset and shares ideas.
  Target Salary Range: 63,200-86,790
  Generally, candidates are offered salary within the specified Target Range and is based on numerous relevant business and candidate factors including, for example, education, qualifications, certifications, experience, skills, geographic location, and business or organizational needs. (Note – Under exceptional circumstances, the offered salary may exceed the targeted salary range for the position)
  The base salary is just one part of the total rewards package at adMare. In addition, the package includes an annual performance bonus, matched RRSP contributions, a broad spectrum of wellness programs including paid resources, training and professional support, generous vacation and paid time off, maternity leave top-up, and several other offerings to meet the unique needs of our diverse talent.
  We are committed to growing our talented team and their potential to drive innovative novel therapeutics. We provide a community where team members can thrive working in a multidisciplinary environment, explore new ways of thinking, and expand their capabilities through the array of development programs we offer our entire team.
  adMare is fully committed to the principles of equity, diversity, and inclusion; and to making them an integral part of our organizational strategy – a commitment that is not just about words but is about specific actions to create a barrier-free, respectful, and welcoming working environment wherein everyone feels welcomed, supported, included, valued, and empowered to succeed. We are also proud to be an early adopter of the Government of Canada’s 50–30 Challenge to achieve meaningful and substantive improvements in workplace diversity and inclusion at all levels of the organization, including positions of influence and senior leadership.
  At adMare we are driven by our vision and united by our shared values of Courage, Collaboration, Objectivity, Judgment, Excellence, and Reach

1. Calendar Management

As an Executive Assistant to the COO, you will play a pivotal role in ensuring that the executive’s time is managed effectively. Your responsibilities will include:

• Prioritizing Projects: Assessing the urgency and importance of projects to allocate the COO’s time accordingly. This involves working closely with the COO to understand strategic priorities and ensuring that their schedule reflects these objectives.
• Scheduling Meetings: Coordinating with internal and external stakeholders to schedule meetings at times that minimize conflicts and maximize productivity. You will be responsible for sending out meeting invites, tracking RSVPs, and following up with participants as needed.
• Venue Selection: Identifying and securing suitable venues for meetings, whether they are in-person or virtual. This includes arranging for necessary equipment and ensuring that the environment is conducive to the meeting’s objectives.
• Meeting Preparation: Compiling and distributing agendas and materials in advance of meetings. You will ensure that the COO has all the necessary information at their fingertips and is fully briefed on the topics to be discussed.
• Day-to-Day Organization: Keeping the COO on track throughout the day with reminders and updates. You will be the COO’s right hand, helping them stay organized and focused on their most critical tasks.

1. Travel Arrangements

The Executive Assistant will be responsible for managing all aspects of travel for the COO, who frequently travels for business. This includes but is not limited to:

• Flight Bookings: Securing direct/non-stop flights whenever possible to minimize travel time and reduce the risk of delays.
• Accommodations: Choosing accommodations that provide the right balance of comfort, convenience, and amenities. The Executive Assistant will maintain a preference database to ensure consistency with the COO’s tastes and requirements.
• Ground Transportation: Arranging for reliable ground transportation, including airport transfers, car rentals, or services, ensuring the COO has a seamless travel experience from start to finish.
• Travel Time Management: Building in buffer time for all travel to account for any unexpected delays and ensure the COO arrives on time for all engagements.
• Continuous Improvement: Soliciting feedback from the COO after each trip to refine and improve the travel arrangements process.

1. Meeting Arrangements

The Executive Assistant to the COO will ensure that every aspect of meeting organization is handled with attention to detail. The responsibilities include:

• Agenda Preparation: Collaborating with the COO and relevant stakeholders to develop a clear and concise agenda.
• Participant Coordination: Sending out invitations, managing RSVPs, and communicating any changes or updates promptly.
• Material Compilation: Gathering all necessary materials, such as reports, presentations, and supporting documents. Ensuring that these materials are prepared, reviewed, and distributed well in advance.
• Venue and Room Setup: Selecting the appropriate venue for in-person meetings and arranging the room to suit the meeting’s purpose. This includes ensuring proper AV equipment setup and may include catering support.
• Minute Taking: Attend meetings if required and accurately record minutes, capturing key points and action items. Distribute minutes to relevant stakeholders in a timely manner, and track action items and ensure follow-up on decisions made during meetings.
• Follow-Up Actions: Documenting key decisions and action items during the meeting and distributing a summary to all participants afterwards. The Executive Assistant will also track the progress of action items to ensure they are completed as agreed.

1. Processing Business Expenses

• Expense Reports: Prepare and process expense reports for the COO, VP People and Culture and VP Intellectual Property & Legal Affairs.
• Reconciliation: Reconcile credit card statements and handle any discrepancies.

1. Preparing Materials for Management, Board of Directors and Committee Meetings

• Documentation: Prepare and organize documents, presentations, and reports for Board of Directors and committee meetings.
• Coordinate: Coordinate and gather information as needed for presentations and reports and ensure all materials are accurate, professional, and delivered on time.