Greo Evidence Insights (Greo) is seeking an Administrative Specialist to join our team. This is a remote, full-time position.

The successful candidate will be the master coordinator and enabling force for two teams at Greo: Stakeholder Engagement and Evaluation Services.

ABOUT GREO

Greo is an independent knowledge translation and exchange organization with over two decades of international experience generating, synthesizing, and mobilizing research into action across the health and wellbeing sectors. Greo helps organizations improve their strategies, policies, and practices by harnessing the power of evidence and stakeholder insight. Services we offer include sourcing and synthesizing evidence, creating knowledge and education products, facilitation and stakeholder engagement, data and knowledge management support, evaluation, and applied research. Greo also provides backbone support for larger scale multi-stakeholder initiatives which can include designing and managing funding calls and facilitating external reviews of proposed projects to ensure the highest standards of integrity. In this way, Greo supports the generation of quality, objective, unbiased research, and protects the intellectual freedom and property of researchers and stakeholders.

We are committed to building a team of people with a variety of strengths, experiences, and backgrounds who share a passion for improving people's lives. Delivering value to our diverse and global clients and engaged partners is at the core of our work, and we are looking for candidates who will contribute to a culture that welcomes ideas, values belonging, and expands our impact.

ABOUT THE ROLE

• Reporting to the Chief Strategy Officer, the primary responsibilities of the Administrative Specialist role span three key areas: 1) Technology and Systems Management; 2) Administration and Coordination; and 3) Team and Client Experience Enablement. The Administrative Specialist will work in partnership with the Senior Knowledge Mobilization Lead, who reports to the CSO and works across Stakeholder Engagement and Evaluation Services and will provide direct support for the Directors of each service stream. Activities for each key area of impact are as follows:

1) Technology and Systems Management

Managing the tools and systems in place to support our work—from outreach to proposal development, to project management and the delivery of client-facing work, to mobilising the impact of our work. Key activities will span:

• Managing access and supporting the use of our SaaS tools and social media channels (communication platforms, event platforms, shared calendars and booking platforms, survey platforms, CRM, etc.).
• Managing access and supporting the use of our core platforms (Microsoft 365, Microsoft Groups and Teams, Smartsheet, etc.).
• Monitoring, escalating, and troubleshooting technology-related issues and / or data privacy concerns with assigned teams, Greo’s primary technology services provider, and relevant product vendors.
• Managing access to and maintaining the integrity of various lists and engagement tracking processes for business development, outreach, and project work.
• Monitoring vendor solicitation platforms and flagging when relevant solicitation opportunities are published.

2) Administration and Coordination

Providing planning, coordination, and administration for the work of the CSO, assigned service streams, and emergent committees and working groups that underpin the delivery of our work. Key activities will span:

• Coordinating and attending regular team meetings and various committee meetings, including preparing agendas, distributing meeting materials, and taking and distributing meeting minutes.
• Providing support for people and teams conducting outreach, relationship development, and client relationship management including scheduling and follow-up communications.
• Supporting team members to plan, schedule, book work-related travel, and manage expense claims (travel, accommodations, registrations, dinners, visas, etc.).
• Monitoring and flagging when teams and / or individuals are nearing capacity (workload is greater than time available) and working with the CSO and relevant team members to problem-solve and re-allocate projects.
• Supporting strategic initiatives and internal projects on an ad hoc basis.

3) Team and Client Experience Enablement

Supporting the implementation and sustainability of key workflows that enable team resiliency and fidelity in the delivery of our work. Key activities will span:

• Supporting assigned project teams to monitor and achieve critical deadlines and / or make any necessary shifts in response to emergent needs, as directed by the project leadership team.
• Coordinating the final production of work products amongst project leads, assigned editors, graphic design, and business oversight/parties responsible for approvals.
• Monitoring relevant platform analytics and generating internal reporting for the CSO and assigned teams (e.g., information and reporting dashboards).
• Coordinating learning and development opportunities in alignment with professional development plans and budgets established by the CSO together with their direct reports and the relevant service stream team members.
• Managing and updating team processes, procedures, and relevant documentation (e.g. workflow diagrams, process documentation, template management, lessons learned, etc.).
• Supporting management of knowledge product assets (e.g. presentations, outreach materials, reports, etc.).

Core Competencies, Skills, and Attributes

The Administrative Specialist will be willing, capable, and have demonstrated experience:

• Communicating professionally and effectively with a wide range of people, including vendors, engaged partners, team members, leadership, governance, and clients.
• Serving as a communication hub for team members and providing meaningful support and access to the information and tools needed on an ongoing basis.
• Organizing and coordinating scheduling together with teams and with keen attention to workloads, goals, and competing priorities.
• Serving as the eyes and ears of the assigned teams by flagging inquiries and opportunities for various team members to be aware of and / or respond to with appropriate support.
• Managing a broad range of technology in place to support the delivery of work, taking a whole systems lens to ensure both efficiency and effectiveness are designed for and enabled.
• Learning how to use new technology-based tools and supporting others’ use of tools to deliver the desired experience for team members, engaged partners, and clients.
• Honouring confidentiality and being diplomatic when working, including deploying best practices for particularly sensitive topics and issues.
• Troubleshooting with or on behalf of team members and making use of sound judgement when implementing solutions and communicating across impacted parties.
• Understanding and adhering to relevant data privacy legislation across multiple jurisdictions to ensure data and lists are compliant.
• Radiating professionalism, driving attention to detail, and delivering excellent written and verbal communications within the organization and with people external to the organization.
• Enabling an agile and adaptable approach to the delivery of work and providing a problem-solving and supportive Maintaining overall fluidity and streamlined efficiencies, including overseeing, and helping teams to manage critical deadlines.
• Managing content management systems for websites.
• Triaging requests by importance and urgency, and to forward to various team members as appropriate.

Requirements

• This position is ‘English essential.’
• This position is fully remote position and requires travel for all team meetings approximately three times annually.
• Relevant degree or diploma (e.g., business administration) or equivalent experience.
• Advanced skills in Microsoft Office Suite (Word, Excel, and PowerPoint), Microsoft Teams and Groups.
• Advanced skills using various SaaS tools and content management systems such as email newsletters, CRMs, survey platforms, etc.
• Desire to work in a non-profit environment and/or interest in mental health, public health, or public policy will be helpful.

HOW TO APPLY

Applications and queries about this posting will only be accepted via the email address provided in the application instructions, which can be found at: https://www.greo.ca/en/about-us/join-us.aspx. Applications submitted via LinkedIn will not be considered. Please note that applications are due by 11:59pm ET on Thursday, May 30, 2024. We will be scheduling the first round of interviews with selected candidates the week of June 3, 2024.