Administrative Assistant

Role Overview

• Day-to-day administrative support for the Canadian Vice President & General Manager, and functional leads in Medical Affairs, Market Access, Commercial Operations, Marketing, as well as support for Canadian field teams
• Proactively manage calendar, appointments, and meeting requests through MS Outlook
• Communicate with Canadian leadership, external partners, and internal stakeholders to schedule and set up in-person and virtual meetings
• Participate in special projects and project management work as required by the business
• Contract coordination — support contract-related administrative tasks including document preparation, routing for signatures, and maintaining organized contract files
• Compliantly manage financial processes including purchase order creation and management, invoice payment, budget management and monitoring, and other necessary processes
• Contract creation, review support, lifecycle management, and tracking across internal systems
• Monitor contract timelines, ensuring renewals, expirations, and compliance requirements are proactively addressed
• Track invoices and honoraria and ensure timely payment
• Develop tracking mechanisms in Excel for external expense budgets in alignment with invoices
• Ensure adherence to compliance requirements for payment of honoraria and invoices as well as vendor contract management
• Manage and access necessary online portals/software (iCertis, Oracle, Veeva, OneDrive, Adaptive, SharePoint, Concur, Zoom, Microsoft Teams, etc.) and others as needed
• Conduct regular check-ins with other administrative personnel to optimize activity
• Coordinate interviews, onboarding, and hiring processes

Requirements

• Proven administrative support experience
• Prior experience managing financial processes, including purchase order management, invoice payment, budget management, and monitoring
• Demonstrated experience with contract administration, including contract drafting support, routing, tracking, and maintaining contract databases or contract management systems
• Excellent written and oral communication skills in English; bilingualism (English/French) is an asset
• Proven ability to work autonomously and prioritize workload
• Superior proficiency in MS Office Suite: Outlook, Word, Excel, PowerPoint
• Exceptional attention to detail, excellent organizational skills, and the ability to work on multiple projects with tight deadlines
• Excellent interpersonal and verbal communication skills and the ability to deal effectively with a variety of personnel both internally and outside the company
• Must be a self-starter with a positive and flexible attitude
• Previous experience in a start-up organization would be beneficial
• Some travel may be required

Tech Stack

• Oracle

Benefits

• Generous vacation time and public holidays observed by the company
• Volunteer days
• Long term incentive and Employee stock purchase plans or equivalent offerings
• Employee wellbeing benefits
• Fitness reimbursement
• Tuition sponsoring
• Professional development plans