Senior Office Experience Ambassador (In-Person)
Position Summary
Working onsite as part of the Office Experience team, the Senior Office Experience Ambassador supports workplace operations, facilities coordination, and community engagement, while providing day-to-day operational leadership and mentorship to other Ambassadors. The role takes ownership of complex operational activities and projects and serves as a senior point of contact for operational matters. The Senior Ambassador works closely with the Office Experience Manager and provides operational guidance and mentorship to other Office Experience Ambassadors, without formal people-management responsibilities.
Key Responsibilities
- Provide day-to-day operational guidance to Office Experience Ambassadors, helping coordinate priorities and ensure consistent service delivery; support team onboarding, training, mentoring, and the sharing of best practices in collaboration with the Office Experience Manager;
- Act as the first point of escalation for routine operational issues and provide tier-2 support for unresolved service concerns, community inquiries, and requests requiring additional experience or discretion, escalating complex or sensitive matters and management decisions to the Office Experience Manager;
- Perform core Ambassador responsibilities, including front desk and visitor management, access control, mail and deliveries, supplies, room bookings, kitchen and common areas, and facility requests;
- Coordinate maintenance with building management and vendors, following up on requests through to resolution;
- Proactively monitor equipment, supplies, and facilities to identify risks, and support safety, security, and compliance protocols;
- Lead assigned meetings, events, and operational projects, including space configuration, audiovisual needs, catering, vendors, and technology support;
- Identify and implement improvements to processes, service delivery, and the workplace experience, and maintain operational procedures and knowledge resources;
- Support the Office Experience Manager in implementing strategic and cross-functional initiatives;
- Coordinate with HR, Research Operations, Scientific Computing, Business Computing, and other Vector work streams on workplace, technology, and event needs;
- Support new member orientations, facility tours, and communication of facility updates and workplace policies;
- Support budget tracking, purchasing, vendor coordination, and expense administration for assigned work streams; and,
- Other related duties as assigned from time to time.
KEY SUCCESS MEASURES
- Provides effective day-to-day operational leadership and mentorship to team members;
- Delivers consistent, high-quality service to the Vector community, visitors, vendors, and partners;
- Exercises sound judgment in resolving issues and appropriately escalating complex or sensitive matters;
- Successfully delivers projects, events, and initiatives, prioritizing competing demands and managing resources responsibly;
- Identifies operational risks and implements improvements that enhance service delivery, workplace operations, and procedural consistency; and,
- Builds effective working relationships with building management, vendors, and internal work streams while contributing to an inclusive, welcoming, and collaborative workplace culture.
PROFILE OF THE IDEAL CANDIDATE
- A college diploma or university degree in a related field is preferred;
- 3-5 years of experience in office operations, workplace experience, facilities coordination, event operations, or a similar role;
- Demonstrated experience mentoring, coaching, or providing operational leadership to a small team or work group, including influencing others without formal authority;
- Experience independently managing projects or areas of responsibility with limited day-to-day supervision;
- Sound judgment and initiative, and practical problem-solving skills, including the ability to navigate changing priorities and resolve issues where established procedures may not exist;
- Highly organized, with the ability to prioritize competing needs, coordinate multiple activities, and follow projects through to completion;
- Strong attention to detail and a proactive approach to identifying potential issues and opportunities for improvement;
- Strong written and verbal English communication skills and the ability to build effective relationships with staff, researchers, vendors, and building management;
- Proficient in Microsoft Office 365 and Google Suite of services;
- Enjoys collaborating with people from diverse personal and professional backgrounds in a dynamic, entrepreneurial, mission-driven, and results-oriented environment;
- Strong customer service orientation and integrity, with a willingness to take a hands-on approach while maintaining awareness of broader team priorities; and,
- Committed to fostering a respectful, welcoming, inclusive, and safe environment for staff and researchers.
TOTAL REWARDS: The expected salary for this position will be $51,500 - $64,400 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 a new 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 hr@vectorinstitute.ai. 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.
