RCI-ROCG-40747 Administrative Assistant in Mississauga, ON, CA (Hybrid)

Job Code : RCI-ROCG-40747 Job Title: Administrative Assistant Location: Mississauga, ON, CA L5N 5M8(Hybrid) Duration: 06 Month extension possible based on needs and performance Minimum Salary: $29.00 Per Hourly CAD Maximum Salary: $34.00 Per Hourly CAD Working Model: Hybrid (three days onsite, two remote - anchor days will be determined once the candidates are selected) (Prefered) Or Location: Remote. Applicants must be able to provide support to the Central time zones. Up to 25% of business travel will be required by air or car for internal and external meetings. Workday Days: Monday through Friday Working Hours: 8 AM to 4 PM or 9 AM to 5 PM ET Description: Administrative Associate I (ABP) Position Overview Administrative Associate I will support the Commercial Pharma organization by anticipating, assessing, and fulfilling stakeholder needs proactively, in a well-organized, customer-centric manner. Administrative Provide administrative partnership to the assigned leader, inclusive of calendaring, communications, meeting planning, and other administrative tasks as needed Independently manage assigned leader calendaring and scheduling with various leadership levels of internal and external stakeholders, with a high level of confidentiality and proactivity Plan, schedule, and coordinate team & Leadership Team meetings Act as "go-to-person" for general administrative questions or other inquiries Maintain key document warehousing, and distribution lists for the teams May participate in special projects to partner with the Leadership Team or team initiatives Communications Draft clear and effective communications Present ideas to leadership with a strong presence and verbal communication skills Partner with internal stakeholder groups to track, manage, prepare, and support various projects, engagements, and communication channels Coordinate collecting and implementing feedback for communications and surveys when applicable Collaboration Leverage a wide network across the organization to influence effective stakeholder engagement and connection Work proactively with leadership and partners regularly to schedule, plan, and coordinate high-impact meetings and presentations Demonstrate strong planning & project management skills with effective follow-up across functional groups Operations Support contract or funding requests as they relate to various team activities (e.g., HCP consulting, etc.) Assist the team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other groups, etc. Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries, etc.) Complete Vendor requests and submit and respond to tickets associated with Vendor Master Data Collate and track high-level timelines and milestones for key team deliverables May participate in special projects to support Commercial initiatives Partner closely with the following departments on applicable business matters, updates, and troubleshooting: HR, IT, Procurement, Finance, , Meeting Services,, and Compliance Internal Event Planning & Execution Handle logistics for team meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment Execute team building, culture, wellness, and development activities to support employee engagement as needed External Event Coordination Coordinate with internal teams of key customers to facilitate in-office meetings, events, local programs, and gatherings at special congresses Lead planning/logistics for events or outreach across therapeutic areas, in collaboration with local teams Who You Are: Minimum 0-5 years of administrative experience supporting Management, and preferably with field teams Familiarity with the organization or pharma/biotechnology is strongly preferred Previous experience must include responsibilities for managing confidential information Ability to plan, coordinate, organize, and prioritize work within and across functional groups and execute strategically. Oversees and promotes accuracy and attention to detail of work systems and procedures, fosters a continuous improvement mindset In-depth knowledge of gSuite Tools (including gMail, gCal, gSheets, gSlides, gMeet) BS/BA degree or equivalent industry experience Business travel, by air or car, is required for occasional internal and external business meetings Preferred Qualifications: Strategic Agility: Demonstrated ability to make sound decisions by prioritizing effectively, understanding interdependencies, adapting messages to diverse audiences, and adjusting strategies or operational approaches to align with evolving business needs. Communication & Professionalism: Strong written and verbal communication skills with the ability to represent positively and professionally during internal and external engagements. Teamwork & Collaboration: Proven ability to cultivate and leverage a broad organizational network, navigate formal and informal structures, and contribute to business needs through strong collaborative efforts.

Project Management & Operational Excellence: Expertise in project management methodologies, strategic planning, and operational execution, with proficiency in agile practices, creating comprehensive plans, and delivering high-quality, timely deliverables using efficient processes and tools.