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Executive Assistant to the Executive Director, Pan-Canadian AI Strategy & Project Coordinator

Purpose of the Position: 

Provide senior level support and assistance to the Executive Director, Pan-Canadian AI Strategy on all matters related to the smooth and successful functioning of the AI Team. Provide a range of administrative services to the AI Team, its management and staff, as well as the Institute as required.  Coordinate all projects within the AI Team. Provide support in scheduling meetings, managing all administrative responsibilities, support the coordination of program related meetings and events, and updating CIFAR’s CRM system, Salesforce. This position requires a high level of discretion and confidentiality; a proactive and strategic approach to all aspects of the work; and the ability to manage multiple priorities with rapidly changing levels of urgency.

Responsibilities:

Coordinate and support the activities of the AI Team and Research Department more broadly, including AI Activities, Research and Partnerships.

Provide executive assistance to the Executive Director:

  • Manage the Executive Director's calendar and coordinate meetings with various stakeholders
  • Communicate effectively on behalf of the AVP with Board Members, Executive Team members, EA to the CEO, Research Team, and employees regarding operational activities, issues, and projects
  • Draft emails, memos and reports for various stakeholders
  • Work closely with the EA to the Vice-President Research to provide coordinated and consistent administration and Department, including acting as their backup when they are absent
  • Liaise with other teams to obtain information and identify potential issues
  • Research topics and draft reports / materials for the Executive Director, VP, CEO and Executive Team
  • Prioritize conflicting needs and handle matters proactively and expeditiously to ensure deadlines are met
  • Compile/prepare information packages for meetings & presentations
  • Coordinate calendars and appointments; schedule meetings & conference calls
  • Coordinate courier services and large mailings
  • Provide support with travel, accommodation, visa applications, meeting and presentation arrangements and process expense claims and Visa receipts for submission to Finance as needed
  • Analyze, code and track invoices and expense claims, including credit card statements for the team

Provide a range of administrative services to the AI Team, its management and staff, as well as the Institute, as required:

  • Provide administrative support to the AI Team including: coordinate courier services and large mailings; compile/prepare information packages for meetings & presentations; provide support with travel, accommodation, meeting and presentation arrangements and process expense claims and Visa receipts for submission to Finance as needed; create agendas for all meetings and ensure that materials are received and distributed to meeting participants in a timely manner
  • Meeting support and coordination including: organizing meetings, preparing and/or obtaining information, reports and materials to be shared amongst team members, and produce minutes of AI Team meetings; ensure meetings rooms are booked and manage videoconferencing and teleconferencing as required; coordinate and attend team meetings and document agreed upon decisions and follow up actions and responsibilities; maintain and follow up on action items arising from meetings and ensure completion (or status update) in advance of the next meeting; provide meeting updates to the AVP when h/she is unable to attend meetings
  • Providing design and coordination support for presentations and liaise with the Strategic Communications team as needed

Coordinate and support the activities of the AI Team:

  • Compile support documents, prepare Canada CIFAR AI Chair award letters for signature and update the appointment information in CRM database 
  • Coordinate AI Team input into CIFAR Board of Directors meetings
  • Coordinate the translation of official communications and documents to French.
  • Provide assistance and support to meetings and events as needed (e.g. printing, coordinating and sending materials)
  • Working closely with the Strategic Communications team to provide assistance and support to AI communications activities, including print and web-based communications
  • Support the Research Team as needed

Coordinate all projects within the AI Team:

  • Maintain master list of all AI Team projects including the overall timeline and accountability for all projects
  • Assist with the identification / prioritization of activities within project teams
  • Coordinate internal and external support for all projects
  • Ensure that all projects meet on a regular and recurring basis
  • Ensure meetings rooms are booked and manage videoconferencing and teleconferencing as required
  • Document agreed upon decisions and follow up actions and responsibilities
  • Maintain and follow up on action items arising from meetings and ensure completion (or status update) in advance of the next meeting
  • In collaboration with project leads, monitor resource hours and overall expenses against budget for each project
  • Assist with reporting updates to the Executive Director on all projects
  • Complete projects and special assignments

Ensure that CRM database in Salesforce is up to date and complete

  • Department point of contact for CRM
  • Create contact record in CRM database for new members
  • Compile CRM reports for financial and administrative support related to program membership and partnerships
  • Maintain and update CRM contact records for Canada CIFAR AI Chairs, advisory committees, key university contact (Presidents, VPs Academic and Research, Deans and Chairs) and partners
  • Coordinate departmental invitation lists for various CIFAR events and ensure that guest’s information in the CRM database is accurate
  • Track Partnerships meetings in CRM and create/maintain contact records
  • Create contact record in CRM database for new AI contacts
  • Maintain and update CRM contact records for AI contacts
  • Track meetings in CRM and create/maintain contact records
  • Coordinate departmental invitation lists for various CIFAR events and ensure that guest’s information in the CRM database is accurate

Provide support for the compliance and reporting for research funders, partners and donors:

  • In collaboration with the Research, Advancement and Finance Teams, support the monitoring of partner and sponsor agreements to ensure deliverables are achieved and agreement terms and reporting requirements are being met in a timely manner
  • Working with the Research, Advancement and Finance teams, support the preparation of first drafts of reports
  • Follow up on funding or grant requests in a timely manner, responding in a knowledgeable and professional manner to sponsor representatives
  • Assist with the development and review of agreements

Qualifications:

Education/Experience required:

  • University degree or acceptable combination of education and experience, preferably in the area of general business administration, marketing or communications
  • Experience working in an office setting with compliance and accountability requirements for government funding

Core Professional/Technical Knowledge & Skills required for the position:

  • Knowledge of CIFAR’s role, mandate, goals and objectives
  • Advanced computer skills in word, excel, online survey tools, and database software
  • Strong skills in Google suite (GMail, Calendar, Slides, Sheets and Drive)
  • Strong skills in PowerPoint design and editing
  • Knowledge of accounting practices including invoice tracking, budget reconciliation and forecasting
  • Excellent business writing skills
  • CRM databases including Salesforce
  • Strong analytical skills to extract information in effective and meaningful ways
  • Application of strong judgement in handling difficult / competing situations with tact and diplomacy
  • Bilingual in English and French (oral, written & comprehension) is highly desirable
  • Project management training and expertise

Accountability: This position reports to Executive Director, Pan-Canadian AI Strategy  
Term of position:  Full-time, permanent
Start date: March 2020

Contact: Please send resume and cover letter in confidence to careers@cifar.ca quoting EA to the Executive Director, Pan-Canadian AI Strategy & Project Coordinator in the Subject Line.  The deadline for submitting your application is March 1, 2020 at 11:59 pm.


One of CIFAR's core cultural values is Diversity - we value diversity and aspire to be inclusive in all aspects of our work. CIFAR is an equal employment opportunity employer and is strongly committed to removing systemic barriers and biases, and by promoting the practice of inclusivity, so that all individuals have equal access to and benefit from the work we do. We encourage applications from visible minority group members, women, Aboriginal persons, persons with disabilities, members of sexual minority groups, and others who may contribute to diversity within our organization.

ACCESSIBILITY FOR APPLICANTS WITH DISABILITIES - CIFAR is committed to providing accommodations throughout the recruitment and selection process to applicants with disabilities, in accordance with the Accessibility for Ontarians with Disabilities Act, 2005, and the Ontario Human Rights Code. To request a reasonable accommodation, please email careers@cifar.ca and include the term 'Accessibility' in the Subject Line, or call 416-971-4251. Please provide your name, preferred contact method, and a detailed description of the nature of any accommodation that you may require. Please include any materials or processes that may be used to ensure your equal participation.

CIFAR frequently communicates in both official languages and our preference is to hire employees who are fluent in both English and French where possible. Other languages are also considered an asset.

We thank you for your interest in working at CIFAR. All applications will be reviewed, however, only those candidates selected for an interview will be contacted.