Office Manager

Company DescriptionQuantum Algorithms Institute (QAI) is a non-profit, economic development organization that has the mandate to advance the commercialization of quantum computing and create a world-leading quantum computing talent pool in British Columbia.

QAI has its head office at Innovation Plaza on Simon Fraser University’s Surrey Campus which serves as the primary office location for staff.

The Institute’s vision and mission set out the path for building a strong, world-leading applied quantum computing cluster in BC in collaboration with key industry, academic and government partners.

At QAI, we believe that the quantum future is for everyone. We are committed to building a diverse and inclusive quantum ecosystem that is beneficial to all.

Role DescriptionThe Quantum Algorithms Institute (QAI) is seeking a highly motivated and dynamic individual to fill the role of Office Manager where you will play a crucial role in organizing the administrative functions of the office, ensuring smooth operations and efficient workflow.

In addition, you will help the QAI team promote engagement in quantum technology, and enhance QAI's presence within academic, industry, and non-profit sectors.

You will be responsible for document management, coordinating with internal and external stakeholders, drafting and implementing office policies, assisting with financial tasks, and other administrative tasks.

This is a full-time, permanent position in a hybrid work environment. This position reports to the Director, Finance and Operations.

Role Overview QAI Facilities

• Act as an on-site operations resource for QAI facilities, including coordinating facilities logistics and operations and procuring office supplies
• Assist with communications with facilities partners to coordinate functioning and use of QAI facilitiesEvents
• Assist with event planning and operation
• Coordinate with stakeholders to facilitate events
• Represent QAI at external community and partner events to strengthen partnerships and broaden awareness and engagement with QAI activities and mandateFinancial
• Receive, file and process QAI invoices with financial institutions
• Assist with annual audit
• Maintain organizational financial records
• Assist with budgeting and reporting, procurement, quotes, and communications with contractors
• Manage financial and in-kind sponsorships of community events and activities, overseeing budget allocation and resource utilizationCommunications
• Draft correspondence to academic and industry partners, member organizations, and board members Organizational Processes
• Assist with developing and implementing organizational processes for QAI projects and programs
• Collect, organize, and store information for the Institute, ensuring compliance with all policies
• Manage the QAI Calendar, room bookings, catering, facilities, mail and other requests
• Data entry, electronic filing, and data archivingResearch
• Conduct diversified research and create summary reports and graphicsTeam approach
• Work closely with all other departments to keep them informed of organizational or policy changes
• Collaborate with other QAI team members to meet the Institute’s objectives, as necessary
• Assume other responsibilities as assigned, consistent with the roleQualificationsExcellent communication skills, both written and verbalExperience in providing administrative assistanceProficiency with Microsoft 365, managing office equipment, online community, and event management toolsStrong customer service skillsStrong problem-solving skillsStrong organizational and multitasking abilities, with the ability to be adaptableAttention to detail and accuracyFinancial management skills and ability to negotiate sponsorships and partnershipsAbility to work independently and remotely, with excellent time management skillsExcellent interpersonal skills with the ability to build relationships with diverse stakeholders, including academic, industry, and non-profit organizationsCollaborative and team-oriented mindsetBachelor's degree in Business Administration or related fieldKnowledge and experience of quantum technologies a plus, but not necessary willingness to learn on the job is an assetIf you are detail oriented, passionate about managing administrative tasks, fostering a productive work environment, and utilizing advanced technologies, we encourage you to apply for this exciting opportunity.

Join us in ensuring smooth office operations and supporting our mission to drive innovation at QAI.Salary range : $55K-$75K, dependent upon qualifications and experience