Administrative Assistant

Administrative Assistant

Contract, Full Time, Mississauga Area

Work on-site 2-3 days per week

Responsibilities:

Proficiently manage the scheduling of departmental, team, and ad hoc meetings using Google Suite, with both internal and external stakeholders.

Serve as a backup to the Senior Administrative Associate.

Cultivate relationships with internal and external stakeholders, often requiring a high degree of confidentiality.

Foster a collaborative environment, supporting team development and contributing as needed within the department.

Organize and execute team events, workshops, and mid-level internal meetings.

Take the lead in planning internal meetings with complex technology, scheduling, and catering requirements.

Assist in the logistical arrangements for both internal and external meetings.

Oversee departmental online platforms such as gSites, Currents, websites, and newsletters, ensuring content distribution and maintenance.

Coordinate the collection and implementation of feedback for communication purposes.

Manage the candidate/interview process, including hosting, feedback collection, and preparation of hiring/promotion packages.

Handle the administrative aspects of onboarding new hires, ensuring they have the necessary information and resources.

Manage purchase orders, invoices, payments, and vendor relationships.

Maintain departmental distribution lists and submit facilities, IT, and site service requests.

Skills and Experience:

A BS/BA degree or equivalent industry experience is preferred.

Must have at least 3-5 years of related administrative, operations, or project support experience, preferably in the pharmaceutical/biotechnology industry.

Have experience working with senior leadership.

Previous exposure to a global environment across multiple time zones is advantageous.

Proficient in various meeting platforms, including in-room technology, video conferences, Google Meets, Zoom, and global webcasts.

Exhibit the ability to multitask, independently prioritize tasks, and handle routine and impromptu assignments with minimal supervision.

Demonstrate discretion and judgment in dealing with sensitive, confidential, and proprietary information.

Be a team player with a proactive and can-do attitude.

Perform effectively under pressure and in high-stress situations.

Display resourcefulness and make quick decisions based on policies and past experiences.

Showcase accuracy and attention to detail in both personal and team work.

Possess proficiency in Microsoft Office and Google Suite tools.

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• Job ID / No. du Poste: 35051
• Open Positions / Postes Ouverts: 1