Executive Assistant

Position summary

The Executive Assistant (EA) is a key partner to the executive leadership team for the CFO, Technology, and Human Resources departments, providing exceptional administrative and organizational support. Based in our Vancouver office (in office, 3 days per week) and reporting directly to the CFO, the EA will also oversee daily office operations to ensure a smooth and welcoming workplace. This role is ideal for a proactive, detail-oriented professional who thrives in a fast-paced environment, enjoys working closely with senior leaders.

Responsibilities

• Manage complex calendars, schedules, and meeting coordination for internal and external stakeholders.
• Serve as liaison between executive leadership and departmental teams, fostering communication and collaboration.
• Support departmental processes, including project planning, prioritization, execution, and training.
• Identify and implement process improvements to enhance efficiency and scalability.
• Prepare agendas, materials, reports, and presentations; track and follow up on action items.
• Manage confidential information with discretion.
• Coordinate corporate travel, event registrations, and logistics.
• Prepare, reconcile, and submit expense reports.
• Oversee day-to-day office functions including supplies, equipment, vendor relationships, and facility maintenance to ensure a smooth and efficient work environment.
• Manage meeting room bookings, office layouts, and in-office work schedules, ensuring adequate resources and support for onsite staff events and visitors.
• Perform other duties as assigned.

Skills/Qualifications

• Minimum 5 years’ administrative experience in business, non-profit, or academic environments; senior-level support preferred.
• Exceptional verbal and written communication skills, with tact, diplomacy, and relationship-building ability across all levels.
• Strong organizational, multitasking, and meeting management skills with high attention to detail.
• Proven ability to manage confidential information and navigate complex organizational dynamics.
• Calm under pressure, able to prioritize and meet deadlines in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint, Teams).
• Fluency in English required; bilingual (English/French) an asset.

Hiring Range: $64,640 - $76,760

Hiring and Salary Range Transparency

Typically, employees are hired, transferred, or promoted within the salary range, specifically between the minimum and midpoint in the hiring range.

The salary range refers to the range of base salaries for a given position, encompassing the minimum and maximum amounts. The midpoint of the range is positioned approximately halfway between the minimum and maximum, indicating a fully qualified employee with comprehensive job knowledge and experience for the role.

Only in rare and exceptional circumstances, where a candidate has the experience, skills, and expertise that far exceed those required for the position, would we consider paying above the hiring range for this role.

Equity, diversity, and inclusion (EDI) and decolonization are core values at Mitacs: Equity, Diversity, and Inclusion - Mitacs. We believe a diverse workforce comprised of individuals with different ideas, strengths, interests, and backgrounds (e.g., gender identities and expressions, Indigeneity, race, abilities, sexual orientation, and other identities) are crucial to our success. We welcome everyone to apply and encourage you to connect with us if you require accommodations during the recruitment process.