Company Overview
A healthcare organization with multiple locations across Canada and international operations, supported by a team of experienced professionals specializing in specialty medications and biologic therapies.
The organization focuses on supporting patients who require advanced therapies for chronic conditions such as autoimmune and inflammatory diseases. It is committed to patient-centered care, helping individuals navigate the complexities of specialty treatment through timely and affordable access to medications, personalized support programs, and innovative approaches that promote adherence and improve overall health outcomes.
Position Overview
The Executive Admin supports the President as a key operational partner in a fast-paced healthcare environment, requiring strong organization, sound judgment, and the ability to manage competing priorities.
This role demands a proactive, resourceful professional who communicates clearly, handles sensitive information with discretion, and ensures smooth coordination of operations, communications, and schedules so leadership can focus on strategic priorities.
1. Executive & Calendar Management
- Manage the President’s calendar, including meetings, travel, and events
- Prioritize schedules and resolve conflicts aligned with business needs
- Prepare agendas, briefing notes, and presentations
- Coordinate domestic/international travel and itineraries
- Organize leadership meetings, board sessions, and executive events
- Track action items and follow up to ensure completion
2. Communications & Stakeholder Liaison
- Act as a key point of contact for internal and external stakeholders
- Screen and respond to emails, calls, and correspondence
- Draft and edit executive communications, reports, and memos
- Manage shared inboxes, voicemail, and communication tracking logs
- Liaise with partners, healthcare providers, and external contacts
3. Office & Administrative Operations
- Maintain accurate records in line with privacy and compliance standards
- Organize digital and physical filing systems
- Manage expenses, invoices, and basic budget tracking
- Coordinate events, meetings, and office logistics
- Support onboarding and vendor coordination for the executive office
4. Project Coordination & Strategic Support
- Track projects, milestones, and cross-functional deliverables
- Prepare reports, presentations, and data summaries
- Support strategic initiatives through research and documentation
- Assist with contracts, proposals, and business materials
- Help implement process improvements and operational workflows
5. Confidentiality & Professional Standards
- Handle sensitive information with strict confidentiality
- Comply with privacy regulations (e.g., PIPEDA)
- Maintain professionalism in all interactions
- Represent organizational values with integrity and discretion
Experience & QualificationsRequired
- Post-secondary education in Business Administration, Office Administration, Healthcare Administration, or a related field
- 3–5 years of experience in an executive assistant, senior administrative, or office manager role (supporting senior leadership preferred)
- Experience in healthcare, pharmaceutical, or specialty environments
- Excellent written and verbal communication skills in English
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
- Proven ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment
- Strong organizational skills with exceptional attention to detail
- High level of professionalism, discretion, and emotional intelligence
- Ability to work independently and exercise sound judgment
Preferred / Assets
- Experience with Patient Support Programs (PSPs) and specialty workflows
- Familiarity with Kroll or similar healthcare systems
- Experience in multi-site or international organizations
- Bilingual (English/French) is an asset
- Experience with project management tools (e.g., Asana, Trello, Monday.com)
- Knowledge of the Canadian drug reimbursement landscape and specialty operations
Vacancy Type: New
We may leverage AI-powered tools in our recruitment process. AI will never reach out to candidates directly.
This organization operates in accordance with the Accessibility for Ontarians with Disabilities Act and applicable Provincial Human Rights Codes.
If you require accommodation during the interview process, please let us know.
Thank you for your interest in this opportunity. We appreciate all applications; however, only candidates whose experience and qualifications closely match the job requirements will be contacted.
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Store discount
- Vision care
- Wellness program
Application question(s):
- Describe your experience in administrative or executive support roles, including calendar management and office coordination.
- What is your level of experience using QuickBooks (e.g., invoices, expenses, reporting)?
- Are you familiar with the Kroll Pharmacy Management System? If yes, describe how you have used it.
Work Location: In person
