Compliance Officer & Senior Administrator

• 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

• 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

• 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

• 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.

• 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
• Ability to thrive in a fast-paced environment, demonstrating flexibility and adaptability to shifting priorities and evolving business needs
• 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.

Mitacs