EXECUTIVE ADMINISTRATIVE ASSISTANT

Devonian Health Group Inc.; Boisbriand; Hybrid; CAD 65,000 - 90,000; Full time

Job summary

Devonian Health Group is seeking an organized, bilingual Executive Administrative Assistant to provide high-level support to the CEO while coordinating with the clinical, scientific, and management teams.

Reporting to the CEO and collaborating with the Business Executive Partner to the CEO, you will manage calendars, prepare meetings, maintain records, and ensure seamless communication across executive priorities and clinical activities.

Qualifications

• Bilingual proficiency in English and French (written and spoken).
• 5+ years of administrative experience supporting senior executives.
• College diploma in office administration or equivalent.
• Strong organizational, planning, and time-management skills.
• Discretion, confidentiality, and professional presence.
• Ability to work independently with limited supervision.
• Experience with investor relations or corporate governance is a plus.

Responsibilities

• Manage and prioritize the CEO calendar, travel, and meetings.
• Prepare materials for board meetings, investor calls, and partner meetings.
• Draft and format confidential documents in English and French.
• Maintain trackers, calendars, and documentation for executives.
• Coordinate with clinical and scientific teams on study-related tasks.
• Support governance, investor relations and corporate communications activities.

Skills

Bilingual English/French

Executive support

Organizational skills

Communication skills

Discretion and confidentiality

Independent work

Project coordination

Education

College diploma in office administration

Tools

Microsoft Office Suite

Electronic filing systems

Video conferencing tools

Job description

Key Collaboration Business Executive Partner to the CEO and Clinical Team

The Opportunity

Devonian Health Group is seeking a highly organized, resourceful, bilingual, and professional Executive Administrative Assistant to provide high-level administrative support to the Chief Executive Officer while also supporting the Company’s clinical, scientific, and management activities.

Reporting directly to the CEO, the successful candidate will work in close collaboration with the Business Executive Partner to the CEO and the Clinical Team to ensure effective coordination, timely follow-up, accurate documentation, and seamless communication across executive and clinical priorities.

This position requires exceptional discretion, attention to detail, initiative, adaptability, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will be comfortable interacting with executives, Board members, investors, scientists, clinical professionals, investigators, consultants, vendors, and other external stakeholders.

Key Responsibilities

Executive and CEO Support

• Manage and prioritize the CEO’s calendar, appointments, meetings, and domestic and international travel arrangements.
• Coordinate and prepare for executive meetings, Board of Directors meetings, investor presentations, analyst calls, strategic partner meetings, and other high-profile engagements.
• Prepare, format, proofread, and manage correspondence, presentations, reports, spreadsheets, briefing materials, and confidential documents in English and French.
• Prepare meeting agendas and materials, record minutes when required, and track decisions, commitments, and key action items through completion.
• Anticipate administrative and logistical needs and proactively identify solutions that enable the CEO to focus on strategic priorities.
• Serve as a professional liaison between the CEO and internal and external stakeholders, helping ensure clear communication and timely responses.

Collaboration with the Business Executive Partner to the CEO

• Work closely with the Business Executive Partner to the CEO to coordinate executive priorities, meetings, follow-up activities, corporate initiatives, and time-sensitive deliverables.
• Support the preparation and coordination of executive, corporate governance, investor relations, and corporate communication activities, as assigned.
• Help maintain executive trackers, calendars, action lists, corporate records, and supporting documentation.
• Coordinate information and documentation among the CEO, Business Executive Partner to the CEO, management team, and other internal or external contributors.

Clinical and Scientific Team Support

• Provide administrative support to the Clinical Team and, as assigned, scientific, regulatory, quality, or project teams.
• Coordinate meetings with clinical research organizations (CROs), investigators, consultants, vendors, laboratories, and other external partners.
• Support the preparation, collection, routing, filing, and tracking of clinical trial and study-related documentation.
• Maintain study trackers, contact lists, training records, meeting schedules, project documentation, and administrative follow-up tools.
• Assist with the organization of investigator meetings, advisory boards, scientific conferences, training sessions, and other study-related activities.
• Follow up on administrative deliverables, approvals, signatures, and documentation required from internal and external contributors.
• Provide administrative support for audits, inspections, quality reviews, and regulatory activities when required.
• The Executive Administrative Assistant will not make clinical, medical, or regulatory decisions but will help ensure that required documentation, communications, approvals, and follow-up activities are completed and appropriately recorded.

Document, Records and Administrative Management

• Establish and maintain organized electronic and physical filing systems in accordance with Company procedures, confidentiality requirements, and applicable record-retention practices.
• Support the review, approval, signature, filing, retrieval, and archiving of corporate, executive, scientific, and clinical documents.
• Help ensure that documents are complete, current, accurately named, appropriately controlled, and readily retrievable.
• Assist with expense reports, budget tracking, purchase orders, invoice processing, travel arrangements, and other administrative activities.
• Maintain relevant contact lists, templates, calendars, trackers, and administrative records.
• Handle highly sensitive scientific, clinical, financial, corporate, investor, governance, and employee information with the utmost discretion.

Stakeholder Engagement, Governance and Communications

• Coordinate interactions with Board members, investors, analysts, strategic partners, key opinion leaders, consultants, and other stakeholders, as required.
• Support corporate communications and public-company activities, including press releases, investor materials, earnings-related activities, and governance documentation, in collaboration with the appropriate internal resources.
• Help support compliance with applicable public-company governance and communication protocols.
• Serve as a courteous and professional point of contact for employees, consultants, partners, vendors, and visitors.
• Support onboarding and administrative orientation activities for new employees, consultants, or collaborators.

Candidate Profile

The ideal candidate is dependable, polished, detail-oriented, proactive, and comfortable working in an environment where priorities may evolve quickly. They anticipate needs, exercise sound judgment, follow through on commitments, and approach confidential information with discretion and integrity. They combine strong executive-support capabilities with a collaborative, service-oriented approach and are equally comfortable supporting corporate and clinical activities.

Required Qualifications

• College diploma, vocational qualification, or equivalent training in office administration, business administration, or a related field.
• Approximately five years or more of relevant administrative experience, including experience supporting senior executives or C-suite leaders; an equivalent combination of education and experience may be considered.
• Fluency in both English and French, written and spoken, with the ability to prepare and review professional business correspondence and administrative documents in both languages.
• Exceptional organizational, planning, and time-management skills, with the ability to manage multiple priorities, deadlines, meetings, and follow-up items with limited supervision.
• Excellent attention to detail and a strong commitment to accuracy, completeness, and timely execution.
• Strong written and verbal communication skills and professional presence.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, as well as videoconferencing and modern productivity tools.
• Experience using electronic filing and document-management systems.
• Demonstrated professionalism, discretion, reliability, sound judgment, and respect for confidentiality.
• Ability to work independently while collaborating effectively with multidisciplinary teams.

Preferred Qualifications and Assets

• Experience in a publicly traded company and familiarity with investor relations, Board of Directors, and corporate governance processes.
• Previous administrative experience in clinical research, clinical operations, or a clinical trial department.
• Experience in the pharmaceutical, biotechnology, medical-device, healthcare, or contract research sector.
• Familiarity with clinical trial documentation and terminology, Good Clinical Practice (GCP), controlled documents, standard operating procedures, or regulated working environments.
• Experience coordinating investigator meetings, scientific meetings, advisory boards, conferences, or executive events.
• Experience with clinical trial management, electronic trial master file (eTMF), quality-management, or regulatory document systems.
• Experience assisting with audits, inspections, document reviews, or training-record administration.
• Discretion and Integrity – trusted with highly sensitive information.
• Proactivity and Resourcefulness – anticipates needs and identifies solutions before issues arise.
• Attention to Detail – demonstrates accuracy and precision in communications, scheduling, and documentation.
• Adaptability – remains effective and composed as priorities change.
• Professional Presence – communicates confidently and courteously with senior and external stakeholders.
• Collaboration and Accountability – works effectively across executive, clinical, scientific, and corporate functions and follows through on commitments

Why Join Devonian Health Group?

This position offers the opportunity to play a central role in building and advancing a differentiated research portfolio at the intersection of inflammation, fibrosis, signaling biology, and innovative drug delivery. The Senior Director will have meaningful influence over scientific direction, program selection, external collaborations, and the translation of emerging discoveries into potential therapeutic solutions. Devonian Health Group also offers a competitive benefits package.

Devonian Health Group welcomes applications from qualified candidates who share our commitment to rigorous science, purposeful innovation, and the development of meaningful new therapeutic solutions.