Administrative Assistant

A career at Resilience is more than just a job – it’s an opportunity to change the future.

Resilience is a technology-focused biomanufacturing company that’s changing the way medicine is made. We’re building a sustainable network of high-tech, end-to-end manufacturing solutions to better withstand disruptive events, serve scientific discovery, and reach those in need. 

For more information, please visit www.resilience.com

Provides day-to-day administrative and clerical support to site leadership and staff at the RBI site, working under the direction of the Site Leader. Serves as the site's point of coordination for scheduling, internal communications, visitor and audit support, and office operations. Manages these areas within established processes, drawing on site staff and other functions to balance multiple priorities, and confers with the Site Leader to confirm recommendations on non-routine matters. The role calls for accuracy, reliability, discretion, and a service-oriented approach with employees, executives, auditors, and guests.

Job Responsibilities

Meeting, Event & Visitor Coordination

• Schedule meetings for the site leader and maintain site meeting-room and staff-event calendars, including bookings for client visits, audits, inspections, and standing leadership meetings; resolve booking conflicts and escalate competing priorities to the Site Leader.
• Coordinate the weekly senior leadership team meeting and quarterly all-hands meetings, including preparing agendas, room set-up, and audio-visual and presentation support for in-person and remote attendees.
• Coordinate logistics for corporate visits, audits, and site events, including visitor pre-registration, parking, agenda preparation, catering, and ground transportation.

Internal Communications

• Draft and distribute all-staff emails and the quarterly site newsletter, confirming content with the Site Leader before release.
• Update digital-display presentations and maintain the employee communication board with current notices, event photos, and monthly features.

Office Administration & Facilities Support

• Create and edit presentations, documents, and spreadsheets for site leadership and departments as requested.
• Order and issue office supplies and monitor stock levels.
• Hold and maintain master and cabinet keys for executive offices, boardrooms, and storage areas.
• Maintain the site lost-and-found log, arrange flag displays on scheduled dates, and place approved orders for business cards, printing, and event materials.

Mail, Records & Onboarding:

• Process incoming and outgoing mail, courier packages, and shipments, notifying recipients and arranging local, domestic, and international pickups.
• Compile monthly expense reports and vendor invoices for approval and maintain related records.
• Coordinate new-hire onboarding sessions and prepare onboarding materials.

Experience & Education

Minimum Qualifications

• Prior administrative, reception, or office support experience, including scheduling and meeting or event support.
• Proficiency with standard office productivity tools (email, calendaring, documents, spreadsheets, and presentations) and willingness to learn new tools, including AI productivity tools.
• Basic experience with expense reporting and invoice processing.
• Reliable, consistent on-site presence.

Skills & Competencies

• Organizational skills, with the ability to track multiple tasks and meet deadlines.
• Clear, professional written and verbal communication.
• Discretion with confidential information and accuracy in scheduling, documentation, and records.
• Service orientation and diplomacy with employees, executives, auditors, and external guests.
• Sound judgment in handling day-to-day matters within own area, conferring with the Site Leader to confirm recommendations on non-routine issues.
• Collaborative approach, including support for cross-functional teams and social committee activities.

Preferred Requirements

• Post-secondary education in business or office administration, or an equivalent combination of education and experience.
• Two or more years of administrative, reception, or office support experience.
• Working knowledge of Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• Familiarity with visitor-management, human-resources, or document-management systems.
• Prior office support experience in a life sciences, biotech, or similarly regulated industry.

Physical & Work Environment Requirements

• Professional office environment with prolonged periods of computer and phone use.
• On-site role based at the site during standard business hours, with occasional flexibility for early or late meetings, audits, and client visits.
• Regular movement throughout the facility and occasional standing, bending, and lifting or carrying materials up to 9 kg (20 lb).
• Work volume fluctuates with the audit, client-visit, and event calendar.

Work Schedule

8:30am-5:00pm
The work schedule listed reflects the employee’s expected schedule at the time of hire. The Company reserves the right to modify work schedules at any time, with or without notice, based on business needs, operational requirements, or other considerations. Nothing in this description creates a guarantee of specific hours, days, or shift assignments.

Resilience Biotechnologies Inc. (RESILIENCE), is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Requests for accommodation can be made at any stage of the recruitment process. Applicants are asked to make their needs/requirements known to Human Resources.

Resilience offers employees a robust total rewards program including an annual cash bonus program, a RRSP/DPSP with a generous company match, a very competitive healthcare, dentalcare, vision care, life, LTD, and AD&D benefits package, fertility healthcare and family-forming benefits, paid vacation, paid holidays, pregnancy and parental leave top-up plan, tuition reimbursement, and employee referral program. Our target base pay hiring range for this position is $16.50 - $29.00 per hour. Actual base pay is dependent upon a number of factors, including but not limited to, the candidate’s geographical location, relevant experience, qualifications, skills and knowledge. Excited about Resilience? We encourage you to apply and start a conversation with one of our recruiters.