Administrative Assistant, Technology

Job title: Administrative Assistant, Technology

Job description: Do you want to be part of our innovative and entrepreneurial team?

Mitacs is a not-for-profit organization that fosters growth and innovation in Canada by solving business challenges with research solutions from academic institutions. 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.

AA, Technology: Full-time permanent, Vancouver, BC

POSITION SUMMARY:

AA to Technology provides administrative support to the Information Technology team in addition to enabling technology adoption within the Governance and Administrative team through communications, training, and support.

RESPONSIBILITIES:

Provide efficient and effective administrative and project support to the Vice President, Technology and his team by:

• Effective project management and support in managing relationships on behalf of the VP, Technology, including overseeing efficient meetings and planning sessions, interdepartmental communication practices, and stakeholder outreach;
• Taking ownership of the VP, Technology schedule and calendar to ensure appropriate planning and travel support; manage ongoing regular meetings of the Information Technology Department (agenda preparation, chairing meetings, taking notes, and following up on relevant action items);
• Support draft, prepare, edit and finesse correspondence, presentations, communications, and other documentation as required, as well as conducting research, assembling and analyzing data, and preparing reports and documents;
• Working with Gov and Admin and IT support the optimization of business processes. Make recommendations for tools and processes to encourage effective departmental communications and distribution of information and ensure best practices continue to be followed;

Provide efficient and effective support to Project Management (PM) and Business Analysis (BA) offices, including but not limited to:

• Support the Project Management office to prepare change plans, including communication messaging, timelines, and milestones to ensure adopts technology;
• Provide regular, clear and consistent communications to stakeholder groups (including post change communication and support);
• Support the Project Management and Business Analysis office to identify and train ‘super-users’, and change leaders for newly deployed software and technology;

SKILLS AND EXPERIENCE:

• Must have 3-5 years of administrative experience in a business, not-for-profit, and/or university setting;
• Bachelor’s degree from a recognized post-secondary institution, a focus on business. An equivalent combination of education and experience may be considered;
• Pro-active in creating own workload and looking for tasks; able to multi-task, self-motivate, work independently and use own initiative in the absence of clear guidelines by prioritizing work, identifying tasks/issues, projects, and/or potential problems in advance and creating solutions;
• Strong technical writing and analytical skills and experience in producing corporate reports and documents, knowledge of office management responsibilities, systems, and procedures

• Tech-savvy, especially in web research, MS Office applications (notably Excel and Outlook to upper intermediate standard & Word and PowerPoint to advanced standard), as well IT/IS systems, Microsoft 365, Visio, Sharepoint Microsoft Project, and CRM management
• Strong communication skills, including tact and diplomacy (ability to maintain a high degree of confidentiality at all times)
• Fluency, both written and spoken, in both official languages (English and French), is an asset

• Project Management or other relevant business experience considered an asset

BENEFITS:

• Employer paid extended healthcare, dental, and life insurance coverage
• Group RRSP matching program after 1 year of employment
• Three weeks paid vacation with an additional holiday closure
• Internal and external training opportunities

At Mitacs we believe a diverse workforce comprised of individuals with different ideas, strengths, interests, and backgrounds is crucial to our success. We encourage candidates to connect with us and share ways how we may accommodate their needs during the recruitment process.

Company: Mitacs

Expected salary:

Location: Vancouver, BC

Job date: Sat, 12 Jun 2021 01:25:41 GMT