Full Time | Reports To: Executive Director | Posted on May 5, 2022
The Coordinator provides confidential and administrative support to the Quantum Algorithms Institute (QAI) administrative and research teams. The role responds to a wide range of general and confidential inquiries; composes, drafts, and prepares correspondence, itineraries, briefing notes and summaries for review. The Coordinator is responsible for scheduling meetings and making decisions on behalf of the QAI Executive Director (ED) regarding their schedule, responds to/triages emails on behalf of the ED and provides administrative support to a wide range of regular and ad hoc committees, which includes initiating follow-up actions and research that supports the itinerary of the ED. The Coordinator coordinates file and data management, acting as the main point of contact for industry partners and member organizations, and tracks long-term projects and deliverables. Duties relating to Human Resources will include assisting with the onboarding of employees, students and industry visitors. Since QAI is a startup, day-to-day tasks may change frequently, so the ability to adapt quickly is a must.
Duties and Responsibilities
1. Provides confidential administrative support and advice to the ED and the QAI team by:
Serving as a primary point of direct contact, liaising with internal and external parties including academic partners, government/ministry offices, granting agencies, industry partners, donors, and media.
Screening incoming inquiries and redirecting emails, responding to questions when appropriate, making scheduling decisions, and initiating action as appropriate on behalf of the ED.
Planning, organizing, and managing travel arrangements on behalf of the ED according to travel requirements, individual preferences, time commitments, and travel policies.
Preparing and submitting expense claims on behalf of the ED according to business and expense policies.
Monitoring timelines and reporting on the progress of activities for planning, development and implementation of projects and high-priority initiatives.
Support the ED in preparing reports for submission to the QAI board of directors and committees.
Creating and administering office record and filing systems, directing the classification, setup, archiving, and retrieval of information and materials.
Coordinating and overseeing the work of co-op students at the direction of the executive and research teams, providing orientation, training and allocating and prioritizing work assignments as needed.
2. Coordinates committees and internal and external events by:
Planning, scheduling, organizing meetings for the QAI board of directors and committees.
Gathering, organizing and compiling highly confidential materials for the QAI executive leadership and related committees.
Planning, organizing, and implementing the schedule for on-site visits which may include open forums, research seminars, tours, meetings with senior leaders, travel arrangements, swag, etc.; ensuring that visitors receive a warm welcome and that logistics run smoothly.
Attending meetings, preparing materials and minutes, tracking actions and business arising, and following up to ensure progress.
Investigating, planning, budgeting, booking, implementing, and debriefing event processes and outcomes.
Inviting and liaising with speakers and guests, on behalf of QAI executive leadership.
Assisting with research and preparation of briefing notes, speaking notes, and opening remarks/addresses, and summaries.
Ensuring the executive is aware of protocol requirements, participant biographies, and event, location and institutional highlights. Ensures the executive is equipped with relevant itineraries, maps, bookings, gifts etc.
3. Works on a variety of special projects as assigned by the supervisor.
Required Skills & Experience
Diploma in Business, Administrative Management or a related field, and four years of directly related experience, or an equivalent combination of education, training, and experience.
Excellent knowledge of office procedures.
Excellent organizational, time management, and customer service skills.
Excellent analytical and problem-solving skills.
Excellent interpersonal and communication (oral and written) skills.
Proficient in the use of word processing, email, calendar, presentation, database, and spreadsheet applications.
Excellent attention to detail, including accuracy of data.
Ability to work independently, establish priorities, meet deadlines and work on a number of different initiatives concurrently.
Ability to supervise temporary staff.
Ability to maintain strict confidentiality.
Ability to exercise mature judgment, initiative, diplomacy and tact
Ability to work in a highly demanding environment where issues are diverse, changeable, and complex.
Proficient in common office and collaboration software, including Microsoft Office and G Suite.
Knowledge of reporting requirements for a not-for-profit organization an asset.
A general understanding of Quantum Computing is not required but considered an asset.
Familiar with or willing to learn platforms such as Airtable, Zoom, GitHub, Slack, Pipedrive, LinkedIn.
Salary: $60,000/year (negotiable based on experience)
Send your resume and a statement of interest to firstname.lastname@example.org and include “Coordinator” in the subject line.