Job Description

Position: Executive Assistant
Location: MaRS Centre, Toronto
Department: Therapeutic Innovation & Drug Discovery
Reports To: Head, Therapeutic Innovation and Drug Discovery
Salary: Commensurate with level of experience
Hours: 35 hours/week
Job Type: On-site
Status: Full-time, Permanent

The Ontario Institute for Cancer Research (OICR) is seeking an Executive Assistant to join the .

The Executive Assistant will provide full executive administrative and office management support to the Head, Therapeutic Innovation and Drug Discovery while maintaining a high standard of professionalism, confidentiality, and teamwork. You will exercise your decision-making capabilities; demonstrate initiative in your work assignments and exhibit judgment and independence to coordinate administrative responsibilities in support of this senior level position.

To learn more about working at OICR, visit our .

The responsibilities include:

• Proficiently and efficiently providing administrative support to the Head, Therapeutic Innovation and Drug Discovery. Drafting day to day correspondence, reviewing and editing written documents.
• Working closely with and supporting the Drug Discovery team, managing external scientific software licenses accounts.
• Provide effective calendar management (Outlook): organizing and managing the scheduling of calendars, coordinating/scheduling internal and external meetings, taking minutes and distributing completed minutes in a timely fashion when necessary. Setting up meeting rooms and arranging refreshments as required.
• Making complex travel arrangements and coordinating all aspects of travel reservations, i.e., visa(s), airline(s), hotel(s) and transportation.
• Preparing pre-approvals, invoices, expense reports on time and according to OICR policies.
• Maintaining scientific CV of Principal Investigator and other senior leadership members in several formats.
• Facilitating onboarding and offboarding of staff and updating department organizational and seating charts.
• Ensuring all documents are brought forward in advance of appointments & meetings, tracking what needs to be completed for the meeting and ensuring that deadlines are met.
• Ensuring efficient operation of the office. Developing, organizing, and maintaining electronic and paper information filing/retrieval methods, systems or formats, paying attention to confidentiality.
• Performing various clerical support functions.
• Handling all general office duties such as arranging for pick-up and delivery of courier packages, mail distribution, filing, photocopying.
• Professionally communicating and liaising with HR, finance and administrative assistants within OICR, as well as external stakeholders.
• Backup to reception position upon occasion may be required.
• Assisting with special projects and cross-functional responsibilities, as assigned.
• Performing other duties as consistent with job classification, as required.

Qualifications:

• Bachelor\xe2\x80\x99s degree preferred, a scientific degree or background would be an asset.
• Minimum four (4) years of administrative experience supporting a senior executive(s) in a comparable administrative role (e.g., knowledge of the formal and informal protocols and methods of supporting senior-level positions).
• Excellent understanding of general office administrative processes and procedures.
• Completion of a recognized post-secondary secretarial arts program at the certificate level or equivalent would be an asset.
• Must have experience in Google suite of tools (Calendar, docs, sheets, forms), Doodle, Zoom (and other teleconferencing applications).
• Must be proficient at using and searching on the Internet.
• Excellent time management, planning and organization skills.
• Results- and detail-oriented mindset coupled with a strong sense of urgency.
• Must have advanced keyboarding skills and high-level proficiency in computer skills (Microsoft Word, Excel, Outlook, PowerPoint, Adobe).
• Excellent communication skills, both oral and written.
• Excellent interpersonal and customer service skills to facilitate regular interaction with OICR staff at all levels and with representatives from external community organizations and clients.
• Uses tact, discretion, and diplomacy in all communications; negotiation and persuasion skills are needed to manage the Head\xe2\x80\x99s calendar and schedule/re-schedule meetings with internal and external contacts.
• Ability to handle sensitive and confidential information in a discreet and professional manner when discussing issues with other OICR staff or external stakeholders.
• Ability to prepare routine material from general instructions and take minutes of meetings.
• Proven ability to work collaboratively. Must be a team player.
• Proven ability to multi-task and project manage, yet exercise precise attention to detail.
• Proven ability to adapt and work in a growing and fast paced environment.
• Proven ability to use good judgment in assessing difficult situations.
• Listens effectively to staff and stakeholders to identify issues and discern appropriate response.
• Strong initiative/drive to continuously improve processes.
• Experience working in a scientific/academic environment would be a strong asset.

OICR is a collaborative, not-for-profit research institute accelerating the development of new cancer research discoveries for patients around the world while maximizing the economic benefit of this research for the people of Ontario. We are dedicated professionals who bring expertise to each of our roles. We are looking for individuals who share our values of excellence, innovation, collaboration, impact, responsibility and community.

Launched in December 2005, OICR is an independent institute funded by the Government of Ontario through the Ministry of Colleges and Universities.

For more information about OICR, please visit the website at .

CLOSING DATE: Until Filled

OICR is committed to fostering a climate of equity, diversity, inclusion, and accessibility. This commitment is central to, and mutually supportive of, our research excellence mandate. We welcome and respect the diversity of all members of our community and we support an inclusive culture for all. We welcome all applicants, and encourage applications from racialized persons, Indigenous Peoples, women, persons with disabilities, LGBTQ2S persons, and others who may contribute to furthering a diversity of ideas within our community. OICR is committed to fair assessment of a candidate\xe2\x80\x99s abilities, and consideration for diversity of thought, method, and experience. Providing an accessible workplace and recruitment process is important to us, as described in our Accessibility Plan ( ). Should you require accommodation during any stage in the recruitment process, please complete the form at the bottom of page . Information received related to accommodation will be handled confidentially.

The Ontario Institute for Cancer Research thanks all applicants. However, only those under consideration will be contacted.

Resume Format: If you elect to apply, you will need a text or HTML version of your resume so that you can cut and paste it into the application box provided. Before you submit the completed application, you will be asked to attach one or two files to your application. Please attach your resume as a .pdf or .doc file.

Ontario Institute for Cancer Research