Executive Assistant to Chief Executive Officer

About adMare BioInnovations:

With a strong track record of globally-competitive scientific discovery, Canadian life sciences are primed to lead the world. To make this a reality, adMare BioInnovations uses its scientific and commercial expertise, specialized R&D infrastructure, and seed capital to build strong life sciences companies, develop robust ecosystems, and foster industry-ready talent. It re-invests its returns into the Canadian industry to ensure its long-term sustainability. adMare has helped build 36 companies, of which 25 are still active. These companies have attracted $2.4 billion of risk capital, have a combined value of $5.7 billion, and have created around 1,000 jobs in Canada. Our dynamic Montreal and Vancouver Innovation Centres have been home to 48 life science companies to date, with the 27 current resident companies employing over 350 life sciences professionals. The adMare Academy has trained more than 750 alumni — 92% of whom are employed in the life sciences industry.

Job Summary:

We are looking to bring in an Executive Assistant to provide a high-level senior administrative and operational support to the CEO office, manage the flow of information, materials to ensure professional and efficient operation of the CEO’s office and the Board. This is a regular full-time position working in a hybrid environment from our Vancouver or Montreal adMare BioInnovations office.

Responsibilities:

CEO Office:

• Manages the calendar of the CEO which includes prioritizing projects, scheduling meetings, establishing suitable venues, preparing materials for meetings, ensuring the executive stays on track and organized throughout the day.
• Coordinates travel arrangements and prepares related travel itineraries and meeting agendas for the CEO and/or others as appropriate.
• Prepares and/or drafts a variety of confidential correspondence, reports and presentation materials.
• Maintains contacts for the CEO and ensures that they are appropriately transferred to corporate distribution lists.
• Responsible for organizing multi-faceted events/meetings. This includes budgets, arranging and configuring meeting space, coordinating catering and audio-visual services.
• Attends meetings when needed to record and distribute meeting minutes.
• Acts as liaison with various individuals both internally and externally, at all levels of the organization with the highest level of customer service.
• Processes expense claims primarily for the CEO and reconciles corporate credit card statements.
• Liaises with Communications to disseminate communiques from the CEO to recipients such as government, stakeholders and the community.
• Phone call management will include screening and prioritizing all phone calls.
• Assists in the preparation of all Board meeting materials.
• Other corporate and personal administrative matters may be required.
• Ad hoc duties and special projects as required.

Board:

• Organizes and coordinates Board and Committee meetings and administers and supports the Board’s online portal.
• Aids in the preparation and coordination of all Board meeting materials and flow of Board information.
• Helps in the preparation and coordination of all Committee meeting materials and flow of information.
• Maintains and manages corporate records and ensures the prompt and correct processing of Board-related documents.
• Prepares and/or drafts a variety of confidential correspondence, reports, and presentation materials.
• Provides support for Board members, including new Board member onboarding and orientation and coordinates ongoing training and development.
• Attends meetings when needed to record and distribute meeting minutes and action items.
• Attends meetings when needed to record and distribute meeting minutes and action items.
• Responsible for organizing multi-faceted events/meetings. This includes budgets, arranging and configuring meeting space, coordinating catering and audio-visual services.
• Coordinates travel arrangements and prepares related travel itineraries and meeting agendas for the Board of Directors and/or others as appropriate.
• Processes payroll reports and expense claims for the Board of Directors and reconciles corporate credit card statements.

Qualifications and Skills:

• Completion of a post-secondary business and/or office program, coupled with a minimum of 10 years’ relevant executive assistance experience; or an equivalent combination of training and experience.
• Experience providing support to a Board of Directors
• Demonstrated ability to effectively prioritize work, manage deliverables and handle multiple tasks simultaneously in a fast-paced environment.
• Strong attention to detail while successfully juggling competing and changing priorities.
• Able to think critically and exercise independent and sound judgment in anticipating needs and taking initiative.
• Professional and calm, always maintaining discretion and confidentiality.
• Excellent interpersonal skills to work in a dynamic, team-oriented environment requiring flexibility, adaptability, and highly developed organizational skills.
• Exceptional communicator (written & verbal) with professional but friendly attitude.
• Must be flexible in work hours to accommodate operational demands requiring the occasional early morning or later afternoon meetings.
• Strong project management skills: ability to juggle multiple projects with competing deadlines and re-prioritize as needed.
• Quantitative and qualitative analytical and problem-solving skills. Ability to identify customer pain points, troubleshoot, and know when to escalate, both in-person and online.
• Tech-savvy, fast learner of new tool - must be proficient in: MS Office Suite
• Bilingual English and French

Position Base Salary Range: $74,300 - $90,000

The salary offered will be determined based on numerous relevant business and candidate factors including, for example, education, qualifications, certifications, experience, skills, geographic location, and business or organizational needs.

The base salary is just one part of the total rewards package at adMare. In addition, the package includes an annual performance bonus, matched RRSP contributions, a broad spectrum of wellness programs including paid resources, training and professional support, generous vacation and paid time off, maternity leave top-up, and several other offerings to meet the unique needs of our diverse talent.

We are committed to growing our talented team and their potential to drive innovative novel therapeutics. We provide a community where team members can thrive working in a multidisciplinary environment, explore new ways of thinking, and expand their capabilities through the array of development programs we offer our entire team.

adMare is fully committed to the principles of equity, diversity, and inclusion; and to making them an integral part of our organizational strategy – a commitment that is not just about words but is about specific actions to create a barrier-free, respectful, and welcoming working environment wherein everyone feels welcomed, supported, included, valued, and empowered to succeed. We are also proud to be an early adopter of the Government of Canada’s 50–30 Challenge to achieve meaningful and substantive improvements in workplace diversity and inclusion at all levels of the organization, including positions of influence and senior leadership.

At adMare we are driven by our vision and united by our shared values of Courage, Collaboration, Objectivity, Judgment, Excellence, and Reach.

Be a part of life at adMare. Join our team!