Administrative Assistant

Overview

Administrative Assistant Jobs in Mississauga, Ontario, Canada at Pharmaceutical Company

Title: Administrative Assistant

Company: Pharmaceutical Company

Location: Mississauga, Ontario, Canada

The Position

Administrative Asisstant I (ABP)

Position Overview

Administrative Asisstant 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.