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Executive Assistant to the CEO

Type: Full-time

Location: GTA


Executive Assistant to the CEO

Reports to: CEO

Salary Range: CAD 60,000 - 70,000

About Us JMIR Publications is a rapidly growing open access publisher of peer-reviewed STEM journals, with an emphasis on medicine, health, and technology titles. The ambitious vision of JMIR Publications is to lead the transformation to open science and to contribute to a world where people are empowered by health research and technology to make effective and informed decisions.

Come help us make a real difference in open science.

Job Summary As JMIR Publications’ Executive Assistant you will report to our CEO and assist him alongside members of the JMIR executive team, by playing a pivotal role in helping the organization to function smoothly and efficiently. We welcome interest and expertise in science and the publication industry. This position requires you to work in office a minimum of once per week and at times, up to three times per week,  we are seeking candidates who are within the Toronto area or who are willing to come in regularly.

Executive Assistant Duties:

  • Responsibly lead and oversee a multi-diverse office overhead with focus on science distribution & publication

  • Discretely handle sensitive and confidential matters relating to the daily activities of the executive team

  • Provide professional administrative support in a helpful, respectful, friendly and timely manner

  • Oversee calendar(s) by learning the business priorities, in addition to a volume of email triage and response

  • Assist in coordinating meeting logistics, prepare agendas, meeting materials and meeting notes for actionable items and follow up.

  • Coordinating schedules, travel itineraries, and conference registrations

  • Assigned projects and research, as required

  • Assist in preparing expense reports

  • Coordinate and manage high profile contacts in the science and publishing world

  • Assist in equipment management (creating shipping labels, receiving returned or broken equipment) 

  • Assist in contract/agreement administration via Dropbox sign (formerly Hellosign) 

Office Management Duties:

  • Ensure the main areas of the office are well maintained

  • Order, organize and maintain office supplies, including food order purchases, equipment, inventory, office snacks and coffee bar

  • Administer software licenses, keys, and cards in conjunction with other team members

  • Manage all office keys and access to the office 

  • Liaise with the building manager, vendors, sub-tenants, and other resources to ensure the office environment is well maintained

  • Coordinate any office repairs, renovations, or installations that may be needed

  • Plan and manage organization events as needed (BBQs, parties, etc), in conjunction with the social committee

  • Ensure office adherence to health and safety regulations

  • Member of the Health and Safety and social committees 

  • Managing all incoming mail and distributing appropriately and tracking incoming cheque payments  


  • Ability to prioritize and organize tasks

  • Demonstrated good time management skills

  • Organizing and planning capabilities

  • Solid interpersonal skills

  • Excellent verbal and written communication skills in English

  • Patience, and professionalism including strict confidentiality

  • High customer service orientation

Technical Skills

  • Computer proficiencies (Google suite software, MS Office products

  • Must be eligible to work in Canada


  • Post-secondary education: diploma or degree from a recognized institution

Assets/ Nice to have

  • Payroll experience

  • Experience with QuickBooks

  • An interest in science, with a background in any academic field of science, a deeper understanding of the need to disseminate knowledge to the world via digital technologies and publishing specifically

  • Experience using dropbox sign and slack

APPLICATION PROCESS Please provide your application with a CV.

JMIR Publications is an equal opportunity employer. We wish to thank all those who apply; however, only those individuals whose skills and experience most closely match our requirements will be contacted by a member of our team.

All interviews will be held via video conference. Please send your resume as a PDF or MS Word attachment and include a personal email address.