Job Title: Senior Administrative Coordinator – Operations & Compliance

Location: Winnipeg, Manitoba (Hybrid: Remote and On-Site as Needed)

Position Overview:

Aivida Inc. is seeking a highly organized and experienced Senior Administrative Coordinator

– Operations & Compliance to provide high-level administrative support and oversee daily

operations across various functions. This role is integral to ensuring efficiency and compliance

within our growing organization. The successful candidate will possess exceptional

administrative skills, a keen eye for detail, and the ability to work across multiple disciplines,

including compliance, finance, human resources, and project management.

Key Responsibilities:

Executive Support:

● Provide comprehensive administrative assistance to the executive team, including calendar management, meeting coordination, and preparation of reports and presentations.

● Attend executive management meetings, take minutes, and follow up on action items.

Relationship Building & Networking:

● Develop and maintain relationships with accelerators, vendors, government agencies, and regulatory bodies.

● Facilitate communication with key stakeholders and partners.

Contract Creation & Management:

● Draft, review, and manage contracts, including employment agreements, vendor contracts, partnership agreements, and NDAs.

Human Resources:

● Develop and enforce policies and procedures, oversee training, onboarding, and offboarding processes.

● Manage job postings, hiring processes, and vacation/sick leave approvals and tracking.

Payroll Management:

● Set up employees in QuickBooks, manage vacation, sick leave, overtime, ROEs, T4s, and related payroll tasks.

Compliance Oversight:

● Ensure adherence to industry and regulatory requirements, including HIPAA and SOC 2.

● Conduct background checks and oversee compliance monitoring.

Competitor Insights:

● Conduct competitive landscape research and prepare summary reports and presentations.

Finance & Accounting:

● Process invoices, allocate expenses in QuickBooks, and generate financial reports.

● Secure financial documentation for grants and funding submissions and ensure tax compliance.

Funding & Grants Management:

● Manage project tracking and reporting for approved grants.

● Research eligibility for new grants and funding opportunities.

Sales & Marketing Support:

● Manage Salesforce Sales and Marketing Cloud, upload data, create campaigns, and report on performance.

● Provide support for marketing students and initiatives.

Corporate Document Management:

● Maintain corporate and legal documents, including intellectual property and business records.

Operations Oversight:

● Set up and manage operational systems, analyze performance, and respond to support tickets.

Project Management:

● Oversee key projects related to grants, funding, and other strategic initiatives, ensuring timely completion.

Workplace Health & Safety:

● Ensure compliance with local health and safety laws applicable to employee locations.

Employee Support:

● Address general employee inquiries regarding immigration, payroll, HR policies, and financial documentation requirements.

Meeting Attendance:

● Participate in growth coach sessions, marketing meetings, funding discussions, and cybersecurity/compliance meetings.

Legal & IP Oversight:

● Assist in managing legal and intellectual property matters related to the business.

Qualifications:

● Bachelor's degree in Business Administration, Management, or a related field.

● Minimum of 10 years of experience in administrative coordination, compliance, and grant applications.

● Proficiency in QuickBooks, Google Suite, and CRM platforms (Salesforce preferred).

● Strong understanding of HR practices, financial management, and regulatory compliance.

● Excellent organizational, communication, and leadership skills.

● Successful completion of a Background check

● Eligible to work FT in Canada

Compensation:

Competitive salary based on experience and qualifications.

Equal Opportunity Employment:

Aivida Inc. is an equal opportunity employer committed to fostering an inclusive and diverse workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, provincial, or local laws.

Application Process:

Interested candidates are invited to submit their resume and a cover letter detailing their relevant experience and qualifications via LinkedIn or directly to chenley@aivida.com by January 31, 2025. Please include "Senior Administrative Coordinator – Operations & Compliance Application" in the subject line. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Aivida

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Senior Administrative Coordinator: Operations & Compliance