Work In Tech

Office Experience Ambassador (In-Person)

POSITION SUMMARY

The Vector Institute is seeking an Office Experience Ambassador to join its growing community of professional staff and world-class AI researchers. In this role, the Office Experience Ambassador will work as part of a tight-knit team responsible for orchestrating workplace operations, facilities management, and community engagement at the Vector Institute. This in-person position combines operational excellence with stakeholder service to create an optimal workplace environment that promotes collaboration, innovation, and inclusivity.

KEY RESPONSIBILITIES:

Workplace Operations & Facilities Management

• Manage front desk operations and visitor experience

• Oversee facility maintenance coordination with service providers and building management

• Administer established access control systems and security protocols

• Monitor and maintain office and kitchen equipment functionality

• Manage inventory and supply chain for office essentials, including first aid kits

• Document and update operational procedures and guidelines

• Support budget tracking and expense management for all Office Experience work stream costs

Event & Meeting Management

• Support event organizers in coordination of setup and logistics for small scale on-site events and meetings

• Configure multi-purpose spaces and audiovisual equipment

• Manage room booking systems and space utilization

• Facilitate catering arrangements and vendor coordination

• Support technology requirements (e.g., technology deployment or set-up in meetings) in collaboration with the Scientific and Business Computing teams

• Assist in organizing corporate and community events

Community Experience & Service Excellence

• Serve as primary point of contact for Vector community inquiries, responding to or directing inquiries as appropriate

• Coordinate with the HR and Research Operations Teams on new member orientations

• Coordinate and execute facility tours for new Vector community members and external groups

• Maintain visitor management systems

• Ensure space usage compliance and etiquette

• Foster an inclusive and collaborative workplace culture

• Manage communication regarding facility updates and policies

Administrative & Support Services

• Oversee mail and delivery management

• Maintain kitchen and common areas

• Process and track service requests with building operations

• Update internal knowledge bases and documentation with revised processes as needed, e.g., In-Office Meeting Guidelines, Operations Manual, VPortal, Wiki Support Page

• Support the Office Experience Manager in delivery of strategic initiatives

• Coordinate with workstreams on cross-functional projects

KEY SUCCESS MEASURES:

Operational Excellence

• Demonstrate proactive management of daily operations

• Effective resolution of facilities issues and service requests

• Successful execution of events and meetings

Stakeholder Satisfaction

• Positive feedback from Vector community members

• Timely response to inquiries and support requests

• Quality of service delivery and problem resolution

Facility Management

• Maintenance of office aesthetics and functionality

• Effective inventory management

• Compliance with health, safety and security protocols

Team Collaboration

• Successful coordination with Vector work streams and the research community

• Contribution to team initiatives and projects

• Implementation of process improvements

PROFILE OF THE IDEAL CANDIDATE

• A college diploma or university degree in a related field is preferred.

• You are currently in or have 1-2 years’ experience in an Office Assistant, Facilities Administrator, or a similar role.

• You are comfortable in a fast-paced, growth-oriented organization where you are

frequently called upon to manage issues in a timely manner, sometimes without formal procedure.

• You are proficient in Microsoft Office 365 and the Google Suite of services.

• You have exceptional written and verbal English communication skills.

• You are highly organized, are adept at prioritizing conflicting needs, managing limited

resources, handling matters expeditiously, and following projects through to successful

completion, often with conflicting and undefined deadlines.

• You are a creative problem solver with a keen attention to detail with the ability to actively

manage and minimize issues before they arise and bring order to sometimes chaotic

situations.

• You have an enthusiastic customer service attitude, integrity, great character, a sense of humour, and bring positive energy and outlook to a corporate culture.

• You enjoy working alongside and collaborating with a variety of people from diverse

personal and professional backgrounds who are entrepreneurially-minded, mission driven,

results oriented, and laser focused.

• You strive to create and support a respectful, friendly, fun, and safe environment for staff

and researchers alike.

At the Vector Institute, we are committed to driving excellence and leadership in Canada’s knowledge, creation, and use of AI to foster economic growth and improve the lives of Canadians. We strive for greater inclusion in the programs and culture that we build by welcoming and encouraging applications from all qualified candidates. This includes, but is not limited to, applicants who are Indigenous, 2SLGBTQIA+, racialized persons/visible minorities, women, and people with disabilities.

If you require an accommodation at any point throughout the recruitment and selection process, please contact hr@vectorinstitute.ai and we will happily work with you to meet your needs.