Executive Assistant to the CEO
Reports to: CEO
Salary Range: CAD 60,000 - 70,000
About Us JMIR Publications is a rapidly growing open access publisher of peer-reviewed STEM journals, with an emphasis on medicine, health, and technology titles. The ambitious vision of JMIR Publications is to lead the transformation to open science and to contribute to a world where people are empowered by health research and technology to make effective and informed decisions.
Come help us make a real difference in open science.
Job Summary As JMIR Publications’ Executive Assistant you will report to our CEO and assist him alongside members of the JMIR executive team, by playing a pivotal role in helping the organization to function smoothly and efficiently. We welcome interest and expertise in science and the publication industry. This position requires you to work in office a minimum of once per week and at times, up to three times per week, we are seeking candidates who are within the Toronto area or who are willing to come in regularly.
Executive Assistant Duties:
Responsibly lead and oversee a multi-diverse office overhead with focus on science distribution & publication
Discretely handle sensitive and confidential matters relating to the daily activities of the executive team
Provide professional administrative support in a helpful, respectful, friendly and timely manner
Oversee calendar(s) by learning the business priorities, in addition to a volume of email triage and response
Assist in coordinating meeting logistics, prepare agendas, meeting materials and meeting notes for actionable items and follow up.
Coordinating schedules, travel itineraries, and conference registrations
Assigned projects and research, as required
Assist in preparing expense reports
Coordinate and manage high profile contacts in the science and publishing world
Assist in equipment management (creating shipping labels, receiving returned or broken equipment)
Assist in contract/agreement administration via Dropbox sign (formerly Hellosign)
Office Management Duties:
Ensure the main areas of the office are well maintained
Order, organize and maintain office supplies, including food order purchases, equipment, inventory, office snacks and coffee bar
Administer software licenses, keys, and cards in conjunction with other team members
Manage all office keys and access to the office
Liaise with the building manager, vendors, sub-tenants, and other resources to ensure the office environment is well maintained
Coordinate any office repairs, renovations, or installations that may be needed
Plan and manage organization events as needed (BBQs, parties, etc), in conjunction with the social committee
Ensure office adherence to health and safety regulations
Member of the Health and Safety and social committees
Managing all incoming mail and distributing appropriately and tracking incoming cheque payments
Ability to prioritize and organize tasks
Demonstrated good time management skills
Organizing and planning capabilities
Solid interpersonal skills
Excellent verbal and written communication skills in English
Patience, and professionalism including strict confidentiality
High customer service orientation
Computer proficiencies (Google suite software, MS Office products
Must be eligible to work in Canada
Post-secondary education: diploma or degree from a recognized institution
Assets/ Nice to have
Experience with QuickBooks
An interest in science, with a background in any academic field of science, a deeper understanding of the need to disseminate knowledge to the world via digital technologies and publishing specifically
Experience using dropbox sign and slack
APPLICATION PROCESS Please provide your application with a CV.
JMIR Publications is an equal opportunity employer. We wish to thank all those who apply; however, only those individuals whose skills and experience most closely match our requirements will be contacted by a member of our team.
All interviews will be held via video conference. Please send your resume as a PDF or MS Word attachment and include a personal email address.