Compliance Officer & Senior Administrator

Mitacs; Toronto; Remote; CAD 64,000 - 77,000; Full time

Job summary

A national not-for-profit organization is seeking a Compliance Officer & Senior Administrator to provide administrative support and ensure compliance with government lobbying requirements. The ideal candidate will have strong communication skills, experience in project management, and the ability to manage complex schedules. Offering a competitive salary range of $64,640 - $76,760, this role also supports remote work options.

Qualifications

• At least three years of senior administrative experience in a relevant organization.
• Experience supporting senior level managers preferred.
• Ability to thrive in a fast-paced environment.

Responsibilities

• Manage complex calendar and schedule for senior managers.
• Ensure compliance with lobbying requirements across jurisdictions.
• Organize travel arrangements and prepare expense claims.

Skills

Strong verbal and written communication skills

Project management techniques

Attention to detail and accuracy

Fluency in English and French

Tools

Microsoft Office Suite

Job description

Overview

Mitacs is a national not-for-profit organization that helps industry and not-for-profit partners solve strategic challenges by leveraging Canadas world-class post-secondary talent and a global network of industry, academic, and government partnerships. Through these collaborations, Mitacs helps business and community partners succeed, improves students on-the-job skills development, and strengthens Canadas world-class innovation ecosystem. At Mitacs, we strive to develop the next generation of innovators with vital research and business skills. In partnership with domestic and international companies, governments, and academia, we support a new economy using Canadas most valuable resource its people.

To get a better understanding of Mitacs and read more about our values, please visit our website.

Position summary

Compliance Officer & Senior Administrator

Reporting jointly to the VP, Policy, Program Development and Government Relations and the Director of Government Relations, the Compliance Officer & Senior Administrator will provide effective and high-quality support to their respective teams.

The Compliance Officer & Senior Administrator is responsible for administrative support to the Policy, Program Development and Government Relations team and for ensuring that Mitacss approach to lobbying of government office holders is in a manner consistent with relevant legislation and Mitacs values. To ensure compliance with all lobbying requirements in all jurisdictions across Canada, will support the Director, Government Relations in establishing and implementing a systematic approach to government relations. The successful candidate must demonstrate a solid understanding of the Lobbying Act, and the ability to evaluate circumstances and determine required actions within that legal framework.

Responsibilities

Administrative Duties

• Proactively manage and oversee complex calendar and schedule, including both internal and external meetings and events
• Prepare letters and communications
• Track organizational memberships, event sponsorships and subscriptions
• Organize meetings with external stakeholders (may include setting agendas, taking minutes, and driving follow-up of action items, catering) and off-sites and team-based social events, with associated budgets and logistics
• Draft presentations for external stakeholder meetings
• Research and prepare briefings packages on specific topics for external meetings
• Organize travel arrangements and prepare expense claims. Arrange corporate travel and event attendance as requested (including but not limited to flights, hotel booking, car rentals, train bookings, registrations to events, etc.)
• Manage departmental meetings (including agenda preparation, taking notes, and following up on relevant action items)
• Other duties as assigned from time to time

Lobbying Compliance Requirements

• Overseeing all provincial and federal lobby registrations and ensuring they are kept up to date and that the organization meets all compliance requirements
• Keeping up to date on any changes to lobbying requirements across jurisdictions
• Monitoring parliamentary and committee proceedings across jurisdictions and identifying opportunities for Mitacs leaders to present or advocate for funding opportunities, policy or regulatory changes and profile-raising purposes
• Maintaining a series of internal repositories for each unique jurisdiction (federal, provincial and territorial) to ensure that documentation for all meetings in each jurisdiction is available
• Providing proactive outreach to registered lobbyists to ensure all reporting is captured in any communication reports as well as Mitacs internal repositories
• Ensuring that Mitacs lobbyists have received proper training and are aware of their responsibilities as lobbyists
• Booking government relations meetings where appropriate
• Review all agreements to ensure that lobbying requirements and compliances align to Mitacs lobby policies and processes
• Approve and provide attestation on all government reporting related to compliance to lobbying requirements set out in an agreement

Process Management

• Providing proactive outreach to all Mitacs lobbyists regarding all provincial, territorial and federal lobbying activity on a monthly basis
• Convening mandatory annual training sessions by outside experts for all Mitacs employees registered as lobbyists
• Updating all relevant parties regarding any changes to provincial or federal lobbying requirements

Information Management

• Managing a series of internal repositories for all registered lobbyists to record government engagement
• Cross-referencing the internal repository with reported meetings to ensure a centralized record preservation with no gaps in reporting Government funding contracts.
• Work with the Contract Management and Compliance team to ensure all provincial and federal funding agreements are up to date in the contract library.
• Support the Director by reviewing provincial and federal funding reports to ensure alignment with funder requirements and expectations
• Liaise with Contract management and compliance team to initially review all reports and further disburse to GR team.

Skills / Qualifications

• At least three years of senior administrative experience in a business, not-for-profit organization, and / or academic setting supporting senior level managers
• Strong verbal and written communication skills, including tact, discretion, and diplomacy in interactions with colleagues, clients and stakeholders located across Canada
• Experience in project management techniques and best practices
• Previous experience supporting senior level managers preferred
• Ability to build relationships at all organizational levels both internally and externally
• Ability to thrive in a fast-paced environment, demonstrating flexibility and adaptability to shifting priorities and evolving business needs
• Ability to grasp complex organizational dynamics and act in a manner of high diplomacy and confidentiality
• Effective meeting management skills
• Attention to detail and accuracy, superior multitasking, organization, and problem-solving skills
• Ability to remain calm under pressure and to meet deadlines and prioritize tasks
• Self-motivated, able to work in a team environment and balance the needs of a number of individuals and the team
• Excellent computer skills using Microsoft Office (Word, Excel, Outlook, PowerPoint, SharePoint, Teams)
• Fluency, both written and spoken, in both official languages (English and French) is an asset. Knowledge of written and spoken English is required in this role as you will interact with colleagues, clients and stakeholders located across Canada.

Hiring Range

Hiring Range : $64,640 - $76,760

Hiring and Salary Range Transparency

Typically, employees are hired, transferred, or promoted within the salary range, specifically between the minimum and midpoint in the hiring range.

The salary range refers to the range of base salaries for a given position, encompassing the minimum and maximum amounts. The midpoint of the range is positioned approximately halfway between the minimum and maximum, indicating a fully qualified employee with comprehensive job knowledge and experience for the role.

Only in rare and exceptional circumstances, where a candidate has the experience, skills, and expertise that far exceed those required for the position, would we consider paying above the hiring range for this role.

Equity, Diversity, and Inclusion

Equity, Diversity, and Inclusion - Mitacs . We believe a diverse workforce comprised of individuals with different ideas, strengths, interests, and backgrounds (e.g., gender identities and expressions, Indigeneity, race, abilities, sexual orientation, and other identities) are crucial to our success. We welcome everyone to apply and encourage you to connect with us if you require accommodations during the recruitment process.

remote work