Office Manager & Operations Coordinator

Job Title: Office Manager & Operations Coordinator

Hire Type: Full time 1 year contract (potential for conversion to perm.)

Hours: Full time with 3 days required onsite at OBIO’s office on College St, Toronto, ON M5G 1L6

Reports to: Chief Executive Officer

Work requirements: On site when the CEO is in office or to resolve facilities issues/incidents.

The Organization

OBIO is a not-for-profit, membership-based organization that supports healthcare startups by engaging in strategy, programming, policy development, and advocacy to further the commercialization of Ontario’s human health science companies positioning Ontario as a leader in the international marketplace. OBIO® advances this goal through collaborative partnerships with industry, the investment community, academia, patients, and government.

Through programs that focus on Capital Access and Market Adoption, OBIO creates value for companies with their market research and competitive analysis from a strategic and investment-focused lens. On the investor side, OBIO creates value by providing vetted and high-value company deal flow (working towards venture financing) via strategic partnerships, introductions, and advisory capacities.

Like the healthcare startups we support, OBIO is data-driven, passionate, and industry professionals keen to help the grow the biotech, medtech, and digital health sector in Ontario and Canada at large.

The Role

Provide administrative support to the CEO including but not limited to:

• Calendar management, travel coordination, scheduling, expense reports;
• Note taking: Taking minutes during meetings, storing on designated corporate electronic storage, including follow ups with task assignees on behalf of CEO.
• Managing information flow in and out of the Office of the CEO in an efficient manner through receiving/ making calls on behalf of CEO, screening calls, taking messages, email management, routing correspondence;

Communications –Create, format and/or draft memorandums, correspondence, reports, agreements, presentations, forms and other documents for stakeholder meetings including but not limited to those with government, ecosystem partners and the OBIO Board; Documentation may be for internal and external communication and requires the use of advanced literary skills and proper English language grammar criteria.

OBIO membership administration – supporting companies with memberships, managing stakeholder outreach, CRM, and mailing lists;

Office and Facilities management – supporting the OBIO team by ensuring smooth operation of the OBIO office and liaising with property management, landlord, service providers (for e.g., internet provider); office organization and ordering supplies; ensuring a welcoming office environment;

Event Coordination for all OBIO events - organize showcases/displays/venues for events, liaise with vendors and provide logistical support, including employee events;

Liaise with HR, IT and stakeholders to manage laptops during onboarding and offboarding of employees, manage office software subscriptions and liaise with vendors;

Board Support - schedule Board meetings, support Board meeting preparations, take notes, liaise with Board members;

Ensure privacy and confidentiality of OBIO information.

Other duties as requested by the CEO.

The Requirements

• Proficient with collaborative office tools (MS Outlook email and calendar, Slack, etc.);
• Demonstrated ability to work under pressure and manage time;
• A degree in a business or relevant field, or equivalent experience;
• 5+ years of relevant experience as Executive Assistant or Office Manager supporting C-level or senior management and Board level support;
• Stakeholder oriented mindset.
• Personable, strong EQ and very comfortable working with all departments;
• Strong analytical and problem-solving skills;
• Able to demonstrate professional demeanor at all times;
• Advanced organizational skills and attention to detail;
• A strong sense of confidentiality and stakeholder management;
• Action oriented, proactive thinker who thrives in a fast-paced and fast changing environment;
• Strong interpersonal skills;
• Excellent verbal and written communication skills;