Executive Assistant | Adjoint(e) de direction

Executive Assistant

STEM CELL NETWORK

Stem Cell Network (SCN) is a Canadian not-for-profit that supports stem cell and regenerative medicine research; trains the next generation of highly qualified personnel; enables knowledge mobilization of research; and enhances the commercialization readiness of stem cell and regenerative medicine (RM) innovations. From the lab to the clinic, SCN’s goal is to power life-saving therapies and technologies through regenerative medicine research for the benefit of all. Created in 2001 with support from the Government of Canada, the Network has grown from supporting a few dozen labs to supporting more than 350 world-class research

groups, over 280 research projects, and 30 clinical trials. Since its inception, more than 28 biotech companies have been catalyzed or enhanced, and more than 7,900 highly qualified personnel have been trained. In 2023, the Government of Canada announced additional funding for SCN through the Strategic Science Fund that

will support SCN activities and research through the end of the decade. To learn more, visit

stemcellnetwork.ca .

Purpose

The Executive Assistant (EA) provides comprehensive administrative support to the President & CEO, ensuring the efficient management of executive scheduling, travel, meetings, correspondence, and administrative priorities. Working closely with the Chief of Staff, the Executive Assistant coordinates day-to-day administrative activities to enable the President & CEO to focus on organizational priorities.

From time to time, the Executive Assistant will also provide administrative support to the senior management team (SMT). Additionally, the incumbent will maintain online filing systems, ensure office equipment is tracked and in good working order, and support the submission of travel and expense claims. The EA may be asked to create reports, format documents, draft correspondence, and respond to external stakeholders on behalf of the President & CEO. The incumbent will also work with the SMT to ensure annual planning and reporting processes are upheld.

Key Responsibilities & Accountabilities

• Supports the day-to-day operations of the Office of the President & CEO.

• Facilitates the timely distribution of information, correspondence, and meeting materials between the President & CEO, Chief of Staff, SMT, and Board of Directors, as required.

• Ensures executive correspondence, briefing materials, and approvals are received, tracked, and

completed on schedule.

• Manages scheduling for the President & CEO, including agendas, meetings, speaking engagements,

correspondence, email, calls, and other documentation.

• Coordinates scheduling of significant or large-scale meetings for the SMT.

• Organizes and prepares for SMT, staff, and stakeholder meetings led by the President & CEO, including gathering documents, taking minutes, preparing the initial draft of minutes, and attending to logistics of meetings.

• Coordinates administrative aspects of strategic projects and cross-functional initiatives for the Office of the President & CEO.

• Anticipates scheduling conflicts and brings emerging issues to the attention of the President & CEO

and Chief of Staff.

• Manages travel for the President & CEO (which may include domestic and international) and travel related activities, including hotel booking and transportation, and may be asked to do so for other members of the SMT from time to time.

• Prepares, reconciles, and submits travel expense reports for the President & CEO and SMT

• Assists in the preparation, compilation, and distribution of briefing materials for meetings, events, and travel.

• Maintains professionalism and strict confidentiality with all materials, and exercises discretion at all times.

• Maintains corporate digital records, ensuring documentation is organized, current, and compliant with organizational information management practices.

• Maintains a bring-forward system to support meeting preparation, approvals, and follow-up actions.

• Oversees SCN’s corporate online filing system, ensuring ease of reference in finding documentation.

• Anticipates the administrative support needs of the President & CEO, and recommends improvements to administrative processes to enhance efficiency.

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and

verifying receipt of supplies.

• Coordinates office service providers, equipment maintenance, and vendor relationships for routine

administrative services.

• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.

• On occasion, performs other duties as assigned.

Education & Experience Requirements

• Post-secondary education in a related field, or a combination of education, training and experience.

• 5-7 years of progressive experience in an administrative role supporting senior leaders.

• Must have strong communication skills, demonstrated attention to detail and quality assurance, and

the ability to work without close supervision.

• Strong time-management skills and the ability to organize and coordinate multiple projects at once

• Experience managing multiple calendars and booking travel.

• Exceptional organizational and prioritization skills.

• Strong judgement and problem-solving ability.

• Ability to anticipate executive needs and work proactively.

• Excellent interpersonal skills with the ability to build relationships across all levels of the organization.

• Demonstrated experience managing sensitive and confidential information.

• Experience supporting multiple executives in a dynamic environment is an asset.

• Experience using Microsoft Teams, SharePoint and electronic document management systems.

• Ability to maintain confidentiality and discretion in all matters, recognizing that you represent and are entrusted with the reputation of the organization’s leadership.

• In-depth understanding of Microsoft 365 and other office productivity tools, with aptitude to learn new software and systems.

• Proficiency with Microsoft 365 applications on macOS.

• Must be able to meet deadlines in a fast-paced, quickly changing environment.

• Ability to work effectively in a hybrid team environment, maintaining collaboration with other staff.

• Must be based in Ottawa.

• Previous experience working in a not-for-profit environment is an asset.

• Bilingualism in both Canada’s official languages is an asset.

Special Conditions

• This hybrid position requires three days per week in the office.

Compensation & Benefits

We offer a competitive salary ranging from $70,000 to $85,000, with placement within this range determined by experience, qualifications, and overall fit.

• Comprehensive health and dental coverage

• Health Spending Account (HSA)

• Employer RRSP contribution program

• Employee Assistance Program (EAP)

• Hybrid work model (flexible in-office and remote balance)

• Paid vacation, personal days, sick leave, and year-end office closure

SCN Equity & Accessibility Commitment

Stem Cell Network is committed to building an inclusive and accessible workplace in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) and applicable human rights legislation. Accommodation is available throughout all stages of the recruitment process upon request. We encourage applications from women, Indigenous Peoples, persons with disabilities, and members of visible minority groups. All candidates are assessed based on merit, qualifications, and experience. This position does not require prior Canadian work experience.

Recruitment Process

Applications are reviewed on a rolling basis.

• Only candidates selected for an interview will be contacted.

• Hiring decisions are made following a human-led review process.

• Candidates interviewed will be notified of the final decision within 45 days of their final interview.

• Offers of employment may be contingent upon background checks and confidentiality requirements, where permitted by law.

Application Deadline

Applications will be reviewed on a rolling basis. Early submission is encouraged, as the posting will close once a suitable candidate is identified