ABOUT THE ORGANIZATION
Our client is a global, privately held organization operating in the life sciences sector, driven by innovation and a strong commitment to improving patient outcomes. With a solid scientific foundation and a focus on developing specialized therapies for unmet medical needs, the organization combines scientific rigor with a people-centered culture.
The company is establishing a new Canadian affiliate in Mississauga, Ontario. This represents a key phase of growth and offers a unique opportunity to join a foundational team, contribute to the setup of local operations, and help shape the culture and long-term success of the Canadian organization.
Core values include a strong focus on people, quality, integrity, collaboration, and continuous improvement.
JOB PURPOSE
The Executive Assistant will provide high-level administrative support to the VP & Managing Director, Canada and the extended Leadership team. This role serves as a trusted partner, ensuring smooth day-to-day operations, facilitating communication, and enabling effective leadership. The Executive Assistant will also support members of the Canadian Leadership Team (LT) and take a lead role in planning and executing internal and external events for the LT and the company as a whole. This is an office-based role reporting to the Vice President and Managing Director, Canada.
This position requires exceptional organizational and communication skills, sound judgment, high level of discretion and professionalism, and the ability to manage multiple priorities in a fast-paced environment.
KEY RESPONSIBILITIES
Executive Support to VP & Managing Director
- Manage complex calendars, scheduling, and meeting coordination across multiple time zones.
- Handle travel planning, itineraries, logistics, and expense reconciliation.
- Anticipate needs and proactively address issues to ensure smooth executive operations.
Leadership Team Support
- Provide administrative support to LT members as needed, including calendar management, meeting preparation, document coordination, expense management and travel arrangements.
- Assist in organizing LT meetings, preparing agendas, compiling materials, capturing minutes, and tracking action items.
- Maintain clear communication and streamline workflows across LT functions.
Event Planning & Coordination
- Plan, coordinate, and execute company-wide events, including LT offsites, town halls, leadership summits, employee engagement events, and other strategic gatherings.
- Manage event logistics such as venue selection, vendor coordination, catering, transportation, technology needs, and attendee communication.
- Collaborate with HR, Communications, and other relevant teams to ensure events support company culture and strategic goals.
- Track budgets, negotiate contracts, and ensure compliance with company policies and procurement procedures.
Administrative & Operational Support
- Maintain organized filing systems, databases, and shared drives for key guidelines, contracts, meeting minutes, training resources and other pertinent documents for the MD, LT and organization as applicable.
- Support onboarding activities for new LT members, in partnership with HR and the Office Coordinator.
- Assist with special projects and cross-functional initiatives as assigned.
- Uphold the highest standards of discretion and confidentiality.
Other
- Act as the secondary COSMOS affiliate trainer and system co-manager, assigning policies, SOPs and other training to employees, tracking status, and producing reports as required.
- Demonstrate the company’s Values and Way of Working, as well as comply with company policies, procedures, and codes of conduct, all applicable Canadian laws and industry regulations governing pharmaceutical operations, including but not limited to Good Manufacturing Practices (GMP), Good Clinical Practices (GCP), health and safety requirements, ethical standards, data privacy legislation, and any relevant Health Canada guidelines. Maintain the highest standards of integrity, documentation accuracy, and regulatory compliance in all activities.
QUALIFICATIONS
Education :
- Completion of a post-secondary diploma or certificate in Office Administration, Business Administration, or a related field is preferred. An equivalent combination of education and relevant administrative experience may be considered.
Experience :
- 5+ years of administrative experience supporting senior executives, preferably within the pharmaceutical, biotech, life sciences sectors or start-up environment.
- Proven experience in event planning and coordination.
Skills / Competencies:
- Strong verbal and written communication skills
- Exceptional proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools (e.g., Teams, SharePoint).
- High level of professionalism and discretion, and ability to maintain confidentiality, especially when handling sensitive information.
- Ability to manage multiple priorities under tight deadlines.
- Strong problem-solving capabilities and proactive mindset.
- Excellent organizational skills and strong attention to detail.
- Collaborative team player with the ability to work independently.
- Customer-service mindset and commitment to supporting a high-performance culture.
- Adaptable in a fast-paced environment
- Reliable and demonstrated follow-through
OTHER REQUIREMENTS
- Acts as backup for the Office Coordinator when required.
- Requires discretion with confidential data
- Languages: English required, French an Asset
Thank you in advance for your interest, only individuals deemed to have the skill set and experience to fit the role will be contacted. Applicants must be legally entitled to work in Canada without sponsorship.
We are equal opportunity and affirmative action employers that do not discriminate on the basis of race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or veteran status, or any other characteristic protected by local, state, provincial or federal laws, rules, or regulations. Our policy applies to all terms and conditions of employment. Accommodation is available for applicants with disabilities upon request.
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