Executive Assistant to the VP, Communications

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Executive Assistant to the VP, Communications

Job Information
Author CIFAR
Date November 21, 2022
Deadline November 27, 2022
Type Full Time
Company Canadian Institute for Advanced Research
Location Toronto, ON
Category Assistant
Contact Information

About CIFAR:

CIFAR is a Canadian-based global research organization that convenes extraordinary minds to address the most important questions facing science and humanity. Through knowledge mobilization, we are catalysts for change in industry, government and society.

For more information please visit our website.

Purpose of the Position:

Provide senior level support and assistance to the VP, Communications on all matters related to the smooth and successful functioning of the Communications Team. Provide a range of administrative services to the Communication Department, its management and staff, as well as the Institute as required. 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.


Provide executive assistance to the VP, Communications:

  • Communicate effectively on behalf of the VP with Board Members, Executive Team members, EA to the CEO, Research Team, and employees regarding operational activities, issues, and projects
  • Manage the VP’s calendar and coordinate meetings with various stakeholders
  • Draft emails, memos and reports for various stakeholders
  • Liaise with other teams to obtain information and identify potential issues
  • Prioritize conflicting needs and handle matters proactively and expeditiously to ensure deadlines are met
  • Compile/prepare information packages for meetings & presentations
  • Provide meeting updates to the VP when they are unable to attend meetings
  • Coordinate calendars and appointments; schedule meetings & conference calls
  • Provide support with travel, accommodation, visa applications, meeting and presentation arrangements and process expense claims and Visa receipts for submission to Finance
  • Analyze, code and track invoices and expense claims, including credit card statements for the department

Provide a range of administrative services for the Communications Department:

  • Provide administrative support to the Department’s Management team
  • Assist with the identification/prioritization of activities within project teams
  • Document agreed upon decisions and follow up actions and responsibilities
  • Coordinate courier services and large mailings
  • Compile/prepare information packages for meetings & presentations
  • Create agendas for all meetings and ensure that materials are received and distributed to meeting participants in a timely manner
  • 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
  • Complete projects and special assignments


Education/Experience required:

  • University degree or an 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
  • Strong skills in Google suite (GMail, Calendar, Slides, Sheets and Drive)
  • Proven video conferencing skills
  • Knowledge of accounting practices including invoice tracking, budget reconciliation and forecasting
  • Excellent business writing skills
  • 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 is preferred
  • Demonstrate professional behaviour and integrity to develop and maintain credibility and trust
  • High degree of resourcefulness, flexibility and adaptability to meet the demands of different priorities
  • Demonstrate initiative and ability to perform independently under general guidance and direction


Qualified applicants are invited to apply HERE by Sunday, November 27 at 11:59pm EST. We appreciate your interest in this opportunity, however, only those selected for an interview will be contacted via email.

CIFAR is committed to equity, diversity and inclusion. We recognize that bringing together individuals from multiple backgrounds, perspectives and experiences is integral to advancing excellence and increasing the impact of our organization. Our leadership, staff and volunteers strive to create an equitable, diverse and inclusive workplace and, in turn, an environment that will give our diverse global community of researchers the support to successfully address the most important questions facing science and humanity. Ensuring that every person feels valued and welcome, regardless of age, education, sexual orientation, gender expression and identity, parental status/responsibility, immigration status, Indigenous status, religion, disability, language, race, place of origin, ethnicity, culture, socio-economic status, and other attributes is vital to achieving our mission. We strongly encourage applications from members of our society who face systemic barriers and biases, including, but not limited to, women, Indigenous persons, members of visible minority/racialized communities, 2SLGBTQ+ persons, members of marginalized gender identity communities, and persons with disabilities. Applicants may confidentially self-identify at the time of application.

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. For a French version of the job posting, please visit www.cifar.ca.

CIFAR is supported by the governments of Canada, Alberta, British Columbia, Ontario, and Quebec as well as international partner organizations, individuals, foundations, and corporations.

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