Executive Assistant

Job Title: Executive Assistant – Elvium Life Sciences

Location: Toronto, Ontario (Hybrid)

Job Type: Permanent

Department: Administration

Reports To: Vice President, General Manager, Canada

About the role

The Executive Assistant & Office Manager provides comprehensive administrative support to assigned executives while ensuring the efficient day‑to‑day operations of the company’s Head Office. This role delivers high‑quality executive, departmental, and on‑site office support by managing schedules, coordinating administrative activities, overseeing reception and visitor services, handling client communications, supporting technical and meeting logistics, and maintaining essential office services. Through this combined mandate, the role ensures executives, senior management, and all staff are well‑equipped to meet the evolving needs of the business.

Role and Responsibilities

Executive & Senior Management Support

• Provide day‑to‑day administrative support to Executives and Senior Management, ensuring all tasks are completed accurately and in a timely manner.

• Manage complex executive calendars, including scheduling, meeting coordination, and prioritization of competing demands.

• Prepare agendas, coordinate meeting logistics (dates, times, rooms), and arrange participant attendance.

• Attend meetings to capture minutes, track action items, and ensure follow‑up.

• Coordinate domestic and international travel arrangements.

• Prepare, submit, and reconcile expense reports; maintain accurate financial records.

• Partner with Finance to prepare, monitor, and manage cost centre budgets.

• Act as a liaison between executives, internal teams, clients, and external partners.

• Prepare and format presentations, documents, and executive communications.

• Organize and manage all recurring and ad‑hoc meetings (weekly, monthly, special sessions).

• Lead planning for on‑site and off‑site events, including guest management, venue selection, booking, transportation, and agenda development.

• Coordinate all logistics for events and meetings, ensuring appropriate technology, audio‑visual support, and room setup.

• Maintain meeting schedules and ensure agendas stay on time and on topic.

• Negotiate with venues to ensure cost‑effectiveness for accommodations, meeting rooms, catering, and technical requirements.

• Support teams with conference logistics, attendee registration, and virtual platform setups.

• Oversee day‑to‑day operations of the Head Office, ensuring a professional and efficient environment.

• Greet and support office visitors, staff, vendors, and customers.

• Manage incoming calls, redirecting inquiries as appropriate.

• Coordinate incoming/outgoing mail, couriers, and faxes.

• Maintain office, stationery, and kitchen supply inventories.

• Set up meeting rooms, provide technical and catering support, and handle post‑meeting teardown.

• Support onboarding activities, including business cards, system enrollments (ERP, travel booking), access badges, and general orientation tasks.

• Manage Elvium mailbox/customer service requests.

• Manage Address Book & Corporate Affairs mailbox.

• Manage updates to slides displayed on the café screen.

• Update Canada SharePoint site.

• Ship boxes to employees leaving the company.

• Mail letters and packages for staff.

• Mail distribution

• Prepare waybills for Purolator and Canada Post.

• Generate, update, and manage purchase orders across departments.

• Track PO status, budget progress, and payment completion using Excel.

• Liaise regularly with Finance Business Partners to ensure alignment with financial data.

• Acknowledge invoices in financial systems and collaborate with Accounts Payable for timely payments, filing, and archiving.

• Maintain Master Service Agreements (MSAs), vendor records, and due diligence documentation.

• Upload and manage contracts, vendor documents, and procurement materials in Contract Insights.

• Support year‑end financial close by coordinating with local teams and Finance.

• Contribute to the development and maintenance of Canada’s Preferred Vendor List (Rx and Cx teams).

• Attend administrative team meetings and provide backup support to peers during planned or unexpected absences.

• Provide inter‑departmental administrative assistance as workloads fluctuate to maintain seamless operations.

• Coordinate monthly touchpoints and administrative activities supporting Sales & Operations Planning (S&OP).

• Provide translation support (English/French) when required.

• Provide ad‑hoc calendar and administrative support across business units.

• Support teams through coordination, document handling, and logistics as needed.

Qualifications:

• Post‑secondary diploma (Office Administration – Executive preferred)

Certifications or Designations

• CPR‑C, AED, and Standard First Aid certification (or working towards) – Preferred

Knowledge, Skills & Experience

• 3+ years administrative support experience (5+ preferred)

• Experience in office administration and/or reception in any industry is an asset

• Strong verbal and written communication skills

• Proficiency in email and calendar management, word processing, and spreadsheets

• Ability to adapt to change and ambiguity with confidence

• Event planning and coordination experience

• Ability to solve problems resourcefully with a sense of urgency

• Ability to maintain a high degree of confidentiality

• Ability to network with all levels and demonstrate leadership and collaboration across function

• Strong time‑management skills

• English/French bilingualism is an asset

What We Offer in Return:

• Opportunities for learning & development
• Collaborative, inclusive work environment
• Hybrid working
• Competitive range of employee benefits

Diversity and Inclusion:

Building an inclusive environment where people can thrive, grow and achieve their full potential is a priority. We believe this isn’t just the right thing, but also the smart thing to do, as we focus on making a positive difference for our customers and their patients.

Ready to Join Us on Our Journey?

We’d love to hear from you. Apply today and take your career to the next level!