Coordinator, Senior Leadership

Job type: Full-Time
Accepting BioReady™: Yes
Category: General Management, Operations and Administration
Employer: BioTalent Canada
Location: Ottawa, ON
Posted: October 23, 2024
Closes: November 22, 2024

WHO WE ARE 

BioTalent Canada is the HR partner for Canada’s biotechnology industry. Our success relies on the power of our relationships – our team has built a dynamic network of associations, academic institutions, service providers, and employers doing incredible, leading-edge work to drive the Canadian biotechnology economy forward. Our services help that network to strengthen skills, connect job-ready talent to industry, and enable employers to create thriving workforces that support their growth.

Recently named a Great Place to Work® for 2024 and Best Workplaces in Healthcare for 2023, by Great Place to Work Canada®, as well as being listed as a Best Workplace by HRD Canada for 2024 and a 5-Star Diversity, Equity and Inclusion Employer by Canadian HR Reporter, BioTalent Canada practices the same industry standards it recommends to stakeholders. These varied distinctions were awarded to BioTalent Canada following a thorough and independent analysis of the organization.

OUR VISION 

The Canadian bio-economy is people-focused, a career of choice and a key driver of the Canadian economy.

OUR MISSION 

We strengthen Canada’s bio-economy by providing valuable, evidence-based labour market information and the best job-ready human resources available.

OUR VALUES 

BioTalent Canada’s values embrace diversity and inclusion, collaboration, science, transparency, and leadership to fuel curiosity for data-driven results to achieve impactful outcomes.   

WHAT WE DO 

We conduct Labour Market Research to provide insights for our partners into workforce availability. We deliver wage subsidies and facilitate career placement opportunities to help employers reduce the risk of hiring and allow biotechnology workers access to unique opportunities in their field. We provide job search and candidate search tools to connect employers with talent, and we provide professional development opportunities for workers to develop the skills they need to support Canada’s bio-economy. We are connection-creators and relationship-builders, and we thrive on opening doors and creating opportunities for the groups we serve.

Our team is the key to our success. We have a dedicated group of high-performing employees who live our values and are driven to achieve great things, but we balance our commitment and hard work with our joie-de-vivre – we prize hilarious jokes, innovative approaches, diverse perspectives, and community-mindedness.

We take pride in the work environment at BioTalent Canada, and we offer a number of unique programs and benefits to employees to enrich their experience working here. Highlights include three weeks of vacation to start, two paid volunteer days to support our communities, a day off with pay to celebrate you on your birthday and contributions to a Retirement Savings Plan.

We are looking for a Coordinator, Senior Leadership to join our team! This is a 1-year contract, with the possibility of permanency if extended.

WHAT YOU WILL DO

The Coordinator, Senior Leadership facilitates the smooth daily operations of the Senior Management team, with particular focus on support for the Vice-President level of Management. Reporting to the Vice-President, Program Development, the role coordinates a range of activities including meeting scheduling, email and document management, assistance in presentation preparation and gathering information for project reports and proposals. The role provides professional and proactive support that allows the senior leadership team to focus on the execution of high-priority projects and deliverables.

In this role you can expect to:

  • Manage and streamline email archives and maintain organized email filing systems to improve overall efficiency
  • Flag and elevate high-priority tasks or messages for action, especially during peak workload periods
  • Correspond via email and other means on behalf of Vice-Presidents, capturing appropriate tone and style to maintain a consistent voice in communications
  • Organize documents and digital files, archiving and disposing of outdated materials as needed
  • Schedule meetings, coordinate calendars, and manage logistics to ensure smooth and timely coordination for all parties
  • Manage sensitive documents and ensure timely distribution of materials, including preparing materials for board meetings and other key meetings
  • Support with presentation preparation by organizing slide content, proofing slides and ensuring alignment with brand guidelines
  • Assist with gathering and compiling information for reports, with a particular focus on quarterly project report submissions
  • Collect and organize information required for project proposals, ensuring accuracy and completeness
  • Operate in coordination with the Manager, Executive Support to ensure a smooth and coordinated flow of activities from Board to CEO to Senior Managers
  • Ensure timely completion and follow-through on deliverables for assigned projects
  • Coordinate travel scheduling needs, including accommodations and overall travel logistics
  • Provide back-up support for the Manager, Executive Support when required
  • Prioritize lead generation efforts alongside the regular requirements of the role
  • Perform other duties as requested by the Vice-Presidents

WHAT YOU WILL BRING

  • Positive and affable team player, who thrives in high performing teams and who loves to laugh
  • 3 years of experience managing files and correspondence for senior level roles
  • Demonstrated experience coordinating administrative functions, preferably in support of senior level positions
  • A pro-active, self-starter with demonstrated critical thinking skills and sound judgment
  • Excellent organization and prioritization skills, with the ability to work under pressure and be attentive to details
  • Ability to work independently, taking ownership of projects and presenting solutions
  • Proficiency with breaking down information required for external reports and proposals, identifying missing items and organizing documents for next steps
  • Demonstrated focus on customer service and a people-centric approach to interactions and problem-solving
  • Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and proficient with MS Teams and virtual meeting platforms
  • Motivation to integrate AI tools to enhance task and process efficiencies
  • Demonstrated ability to handle confidential information with discretion
  • A commitment to and track-record of success in diverse and inclusive work environments
  • College certificate or degree in Business Administration, Project Management or a related field or the equivalent in related work experience

PREFERRED QUALIFICATIONS INCLUDE:

  • Proficiency in both of Canada’s official languages
  • Knowledge of the biotechnology or life sciences sector
  • Project management skills/experience

BioTalent Canada offers a competitive total rewards package. Our hybrid work environment offers the flexibility to regularly work from the Ottawa office a minimum of two days per week and remotely from a designated home office.

Interested candidates are invited to submit a cover letter and resume outlining your interest and qualifications by November 15, 2024.

BioTalent Canada prides itself on being an equal opportunity employer and encourages applications from all qualified candidates. We welcome and encourage applications from people with disabilities.  Accommodations are available upon request for applications in all aspects of the selection process.

We thank all applicants for their interest in BioTalent Canada, however, only those being considered for an interview will be contacted.

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