Corporate Administrative Assistant

The Administrative Assistant, Corporate Affairs at STEMCELL is responsible for providing administrative and coordination support to the Executive Assistant of the President & CEO and the broader Corporate Affairs Department with the goal of ensuring that the CEO and corporate objectives, goals and related projects are met and departmental organization and efficiency are maintained. This position requires a high level of professionalism and discretion as a frontline representative of the President & CEO, and ambassador of STEMCELL, its culture and values.

Duties and Responsibilities:

• Diligently handle all administrative tasks as assigned with quality and efficiency.

• Create and maintain corporate policies and process documents. Oversee corporate templates to ensure consistency and correct branding company-wide. 

• Reconcile expense accounts and credit card statements for submission and payment processing.

• Monitor, track and manage corporate membership dues and journal subscriptions.

• Assist as needed with the logistical efforts and details for the execution of company activities and social events. Coordinate internal corporate gifts internationally.

• Provide direct administrative assistant and support to the Government Relations Team.  

• Coordinate a variety of projects within the Corporate Affairs office, and in collaboration with other internal departments, including tracking and following up on timelines and deliverables, progress reports, action items and data entry. 

• Contribute to the maintenance of the filing system for the Corporate Affairs Department.

• Manage calendar appointments and meetings, and resolve schedule conflicts as needed.

• Coordinate meetings, maintain meeting agenda, and complete minute taking and minute distribution.

• Perform other duties as assigned.

• Maintain and promote professional and courteous employee relations by managing a prompt and accurate response to telephone and email communications. 

Qualifications:

• Bachelor of Science degree and/or other related field. 

• 1-2 years of administration and/or coordination experience. Relevant experience in a research facility or biotechnology company is preferred.

• Ability to work with precision and accuracy, demonstrates attention to detail and excellent record keeping skills.

• Strong organizational and planning skills in an office environment with fluctuating volumes and demands.

• Ability to identify and implement administrative solutions to increase efficiencies.

• Proactive mindset and sees where and how to fill gaps.

• Demonstrate good judgment and a high level of confidentiality and discretion.

• Excellent verbal and written communication skills.

• Advanced skills with Microsoft Office Word, Excel, PowerPoint, Visio; excellent computer skills are a distinct asset. High level of proficiency using Gmail, Google Drive and Google Suite of products (Google Docs, Sheets and Slides). 

• Ability to work independently and as part of a team.

This role requires vaccination against COVID-19 as per the current recommendations by local health authorities, including any COVID-19 boosters as recommended by local health authorities and where available.

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Category

Administrative