Job Description

POSITION SUMMARY
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.
KEY 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; and,
Other related duties as assigned from time to time.
KEY SUCCESS MEASURES
Demonstrate proactive management of daily operations;
Effective resolution of facilities issues and service requests;
Successful execution of events and meetings;
Positive feedback from Vector community members;
Timely response to inquiries and support requests;
Quality of service delivery and problem resolution;
Maintenance of office aesthetics and functionality;
Effective inventory management;
Compliance with health, safety, and security protocols;
Successful coordination with Vector work streams and the research community;
Contribution to team initiatives and projects; and,
Implementation of process improvements.
PROFILE OF THE IDEAL CANDIDATE
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; and,
Strives to create and support a respectful, friendly, fun, and safe environment for staff and researchers alike.
TOTAL REWARDS: The expected salary for this position will be $41,200 – $44,217 per year, plus benefits if applicable. The final salary offer will reflect the successful candidate’s experience, skills, and qualifications, in alignment with the Vector Institute’s Compensation Policy and may differ from above.

The Vector Institute’s Total Rewards approach extends beyond traditional compensation and benefits. Full-time employees are eligible for a comprehensive suite of supports that recognize and value employees, including vacation time, floater days, GRRSP, a Health Spending Account, a Summer Hours program, and flexible work arrangements.

POSITION STATUS: This posting is for an existing vacancy.

USE OF ARTIFICIAL INTELLIGENCE: Vector may use both internal and external third party AI-based tools to assist in the screening of applications for this posting. Any data collected will be used solely for recruitment purposes and handled in accordance with Vector’s External Privacy Policy and Use of AI-Based Tools in Recruitment and Selection Policy.

INCLUSION AND EQUAL OPPORTUNITY EMPLOYMENT: Vector believes AI powers possibility by advancing cutting-edge research and translating it into real-world impact through collaboration with research, industry, and government. Vector is committed to fostering a diverse and inclusive culture that reflects its values.
The Vector Institute welcomes applications from all qualified candidates, including those who are Indigenous, 2SLGBTQIA+, racialized persons/visible minorities, women, and people with disabilities.
If you require an accommodation at any stage of the recruitment or selection process, please contact [email protected]. The Vector Institute team will be happy to work with you to ensure your experience is as inclusive and accessible as possible.
JOIN OUR COMMUNITY: Check out the Vector Institute’s Careers Page to explore open opportunities at Vector and Follow Vector on X, LinkedIn, and Bluesky to stay connected with the latest developments in Ontario’s AI ecosystem and the Vector Institute.

Required languages: English

Education level: College Diploma or University Degree in related field

Required skills: 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; and, Strives to create and support a respectful, friendly, fun, and safe environment for staff and researchers alike.

Closest intersection: College Street and University Avenue