Office Experience Ambassador

Vector Institute•Toronto, ON

7d•Onsite

About The Position

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.

Requirements

A college diploma or university degree in a related field is preferred
1-2 years of experience in an Office Assistant, Facilities Administrator, or a similar role
Comfortable working in a fast-paced, growth-oriented organization, managing issues in a timely manner, sometimes without formal procedure
Proficient in Microsoft Office 365 and the Google Suite of services
Possesses exceptional written and verbal English communication skills
Highly organized and adept at prioritizing conflicting needs, managing limited resources, handling matters expeditiously, and following projects through to successful completion, often with conflicting and undefined deadlines
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
Possesses an enthusiastic customer service attitude, integrity, great character, a sense of humour, and brings positive energy and outlook to a corporate culture
Enjoys 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
Strives to create and support a respectful, friendly, fun, and safe environment for staff and researchers alike

Responsibilities

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
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
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
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 work streams on cross-functional projects and/or events
Other related duties as assigned from time to time