POSITION SUMMARY

The Vector Institute is seeking an Office Experience Ambassador to join its growing community of professional staff and world-class AI researchers. In this role, the Office Experience Ambassador will work as part of a tight-knit team responsible for orchestrating workplace operations, facilities management, and community engagement at the Vector Institute. This in-person position combines operational excellence with stakeholder service to create an optimal workplace environment that promotes collaboration, innovation, and inclusivity.

Community Experience & Service Excellence

• Serve as primary point of contact for Vector community inquiries, responding to or directing inquiries as appropriate
• Coordinate with the HR and Research Operations Teams on new member orientations
• Coordinate and execute facility tours for new Vector community members and external groups
• Maintain visitor management systems
• Ensure space usage compliance and etiquette
• Foster an inclusive and collaborative workplace culture
• Manage communication regarding facility updates and policie

Update internal knowledge bases and documentation with revised processes as needed, e.g., In-Office Meeting Guidelines, Operations Manual, VPortal, Wiki Support Page

• Support the Office Experience Manager in delivery of strategic initiatives
• Coordinate with workstreams on cross-functional project

Workplace Operations & Facilities Management

• Manage front desk operations and visitor experience
• Oversee facility maintenance coordination with service providers and building management
• Administer established access control systems and security protocols
• Monitor and maintain office and kitchen equipment functionality
• Manage inventory and supply chain for office essentials, including first aid kits
• Document and update operational procedures and guidelines
• Support budget tracking and expense management for all Office Experience work stream costs

Event & Meeting Management

• Support event organizers in coordination of setup and logistics for small scale on-site events and meetings
• Configure multi-purpose spaces and audiovisual equipment
• Manage room booking systems and space utilization
• Facilitate catering arrangements and vendor coordination
• Support technology requirements (e.g., technology deployment or set-up in meetings) in collaboration with the Scientific and Business Computing teams
• Assist in organizing corporate and community events

Community Experience & Service Excellence

• Serve as primary point of contact for Vector community inquiries, responding to or directing inquiries as appropriate
• Coordinate with the HR and Research Operations Teams on new member orientations
• Coordinate and execute facility tours for new Vector community members and external groups
• Maintain visitor management systems
• Ensure space usage compliance and etiquette
• Foster an inclusive and collaborative workplace culture
• Manage communication regarding facility updates and policies

Administrative & Support Services

• Oversee mail and delivery management
• Maintain kitchen and common areas

• Process and track service requests with building operations

Update internal knowledge bases and documentation with revised processes as needed, e.g., In-Office Meeting Guidelines, Operations Manual, VPortal, Wiki Support Page

• Support the Office Experience Manager in delivery of strategic initiatives
• Coordinate with workstreams on cross-functional projects