This exciting Associate Office Manager role provides advanced administrative and facilities support for the office and Leadership team of Privacy Analytics.

Located downtown in the heart of the national capital region, Privacy Analytics is working on the cutting edge of data de-identification and re-identification research and we have translated this patented research into an amazing offering of products and services that are enabling researchers to access healthcare data for analysis while ensuring individuals’ identities are protected.

Combining facilities management with excellent administration skills, you’ll provide support for the business operations to optimize work environment and efficiencies, build networks and enjoy working collaboratively. You’ll be required to conduct a range of diverse functions including finance, human resources, information technology, planning, supply, facilities and other corporate services. This role reports to the Administration Manager.

Administrative support

• Responsibility for assisting with General Manager (GM) diary management.  Schedules meetings and conference calls across global time zones with sensitivity and awareness of any urgency
• Schedules and coordinates logistics for on and off-site meetings and events, including logistics for large, multi-team virtual Town Hall meetings, using company approved software. Liaises with various support departments to ensure a successful event
• Sets priorities and procedures, working with others as required
• Supports onboarding/offboarding activities within the team, ensuring correct policies and procedures are followed
• Prepares financial reports, graphs, and PowerPoint presentations for regular senior management meetings and events.
• Maintains standards of strict confidentiality with respect to all matters and documents
• May perform various personal services including making reservations and scheduling
• Runs focused projects in collaboration with other team members
• Acting Manager to junior admin assistant, managing training and collaborating on all admin tasks, offering guidance, and monitoring shared facilities management workload

Facilities Management

• Actively engage with Business leaders and identify real property or facility related needs and create effective facility plans
• Develop and implement effective real estate / facility plans to meet Business demands
• Liaise with the landlord and suppliers with respect to heating/ventilation/air conditioning maintenance, security, cleaning, postal and Courier services, etc
• Act as the representative on the Emergency Response/Building Evacuation teams
• Execute certain physical security requirements, e.g., access badge administration with employees
• Act as the representative on the Emergency Response/Building Evacuation teams
• Liaise with senior operational management at Privacy Analytics to handle more complex onsite facilities requirements
   

Essential skills required

• Provides exceptional administrative support, working effectively with employees, customers and business associates at all levels 
• Previous experience in office facilities management, including knowledge of basic terminology for communication with tradespersons involved in facilities management
• Excellent PC skills, including an advanced/expert competency level in Microsoft Outlook, Excel spreadsheet and database management software
• Commitment to high standards of excellence regardless of the deadline pressures  
• Flexibility to adjust to constantly changing demands and priorities
• Consistently displays outstanding judgment, professionalism, diplomacy, discretion and accountability
• Equally comfortable being a strong team player or working independently
• Communicates effectively and respectfully with company executives, employees, vendors and customers at all levels
• Basic technical understanding of various aspects of the office environment, such as office layout basics, security systems (i.e., access control), heating/ventilation/air conditioning
• Ability to develop and manage budgets for facilities management (ongoing operations and special projects)
• Previous experience with vendor mgmt. systems (e.g., generating POs, ordering products, receiving shipments)

Office Address: Laurier Ave W #200, Ottawa, ON K1P 5J6, Canada.

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IQVIA is a leading global provider of advanced analytics, technology solutions and clinical research services to the life sciences industry. We believe in pushing the boundaries of human science and data science to make the biggest impact possible – to help our customers create a healthier world. Learn more at https://jobs.iqvia.com