The Centre for International Governance Innovation (CIGI) is an independent, non-partisan think tank with an objective and uniquely global perspective. Founded in 2001, CIGI conducts policy research on international governance issues, including the global economy, global security and politics, and international law. CIGI has a unique opening for a Program Assistant for the International Law Research Program.
Based at the CIGI Campus in Waterloo, Ontario, the International Law Research Program (ILRP) is an integrated multidisciplinary research and teaching program that will provide leading academics, government and private sector legal experts, as well as students from Canada and abroad with the opportunity to contribute to advancements in international law. The Law program strives to produce the world’s leading international law research on global governance, with recognized impact on how international law is brought to bear on significant global issues.
The position is primarily intended to assist the Program Director with coordinating and scheduling people, events and locations, and with record keeping. The Program Assistant will also be working with the Program Manager and Deputy Directors, providing day to day administrative support, project assistance and, preparation and coordination of budgets associated with the ILRP.
- Ensure that the Director, ILRP staff, Fellows and students are fully informed about the range and schedule of activities occurring within the Program.
- Prepare advance meeting notes and documents for scheduled meetings, teleconferences, and ILRP activities.
- Schedule meetings, conference calls, organize travel logistics, book meeting spaces, calendar management, document preparation and provide related support to the Director and to ILRP staff and Fellows.
- Prepare and coordinate financial processes for department staff and Fellows including Cheque Requests, invoice payments, Expense Reports (for Fellows and external visitors), and Travel Approval Forms.
- Assist in the coordination of the ILRP Scholarship Program including organization of applications, coordinating the review process, recipient documentation, coordination of the student residency period, onboarding students in residence, scheduling research seminars, and corresponding with applicants/ recipients regarding ongoing inquiries.
- Assist in tracking ILRP performance indicators.
- May assist with ILRP Human Resource processes such as scheduling interviews, organizing applications and proposals, and on-boarding (tours, supplies, introductions) of new staff and Fellows.
- Provide administrative support such as transcribing notes, updating contact lists, photocopying, scanning of documents, ordering office supplies, implementing and maintaining a filing system for the Director and Program Manager.
- Collaborate on a frequent basis with other internal departments to coordinate ILRP activities.
- Providing monthly updates of program activities to Communications and Public Affairs.
- Assist in promoting ILRP related activities, publications, events, and other products (such as blogs and podcasts) on social media via sites such as Twitter, and LinkedIn.
- Assist with project planning and support as directed by the Director and Program Manager.
- Manage and monitor the Director’s and/or Deputy Directors expenses and reimbursements for research, travel, and other related activities.
- Work with the Program Manager in preparation of project budgets.
- Be available to assist with the organization of small and large Program events, although normally the principal responsibility will reside with the Program Manager.
- Provide back-up coverage and assistance at Reception, as needed.
- Provide other administrative and office management support, as needed.
Knowledge, Skills and Abilities Required:
- Minimum 3 -5 years of administrative experience.
- University degree or college diploma in paralegal studies is preferred.
- Extensive experience working in a team oriented, collaborative environment.
- Strong interpersonal skills and the ability to communicate clearly, effectively and diplomatically with executives, professionals and administrative staff at non-profit organizations, law firms and government agencies.
- Ability to work independently within a changing environment and to meet tight deadlines.
- A pro-active self-starter, with excellent skills in setting priorities and solving problems.
- Advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Excellent command of the English language (written and spoken).
- Written and spoken fluency in French is an asset.
- Must be attentive to detail and maintain the highest standards of discretion, tact and confidentiality in all matters.
- Relevant experience in legal practice, NGO, government, academic or think-tank environments.
Interested applicants are invited to send a cover letter and resume along with salary expectations to [email protected] by 04 July 2018. We appreciate all candidates’ applications but only those selected for an interview will be contacted.
CIGI is committed to providing an inclusive, equitable and accessible environment. Our goal is to attract and retain highly talented employees from diverse backgrounds, including Aboriginal peoples, persons with disabilities and members of visible minorities. We are committed to providing accommodation to applicants throughout the recruitment and hiring process.