Executive Assistant & Office Administrator (12-Month Contract)

TEEMA Solutions Group; Brampton; On-site; CAD 1,000; Full time

Job summary

Pillway, a pioneering digital pharmacy startup, is seeking an Executive Assistant to support our CEO. This full-time position involves managing calendars, communication, and office operations, requiring strong organizational skills and discretion. Join an inclusive team dedicated to transforming digital pharmacy in Canada with competitive benefits and a flexible work environment.

Benefits

Health benefits

Year-end bonuses

Employee Stock Option Plan

Flexible work environment

Inclusive workplace culture

Qualifications

• Minimum of 3 years experience in an executive assistant or administrative support role.
• Ability to manage executive calendars and communications with discretion.
• Proficiency in Google Workspace and relevant workplace tools.

Responsibilities

• Maintain and manage CEO’s calendar for efficient time allocation.
• Monitor and organize CEO's inbox; prioritize communications.
• Track office supplies and manage procurement as necessary.

Skills

Organization

Multitasking

Communication

Discretion

Attention to Detail

Tools

Google Workspace

Slack

Zoom

Clickup

Notion

Monday.com

Job description

About Pillway

Pillway is a fast-growing digital pharmacy startup revolutionizing healthcare by providing seamless, personalized medication management for chronic and acute care patients. As we continue to grow, we are looking for an Executive Assistant / Administrative Assistant to support our CEO in managing day-to-day tasks and ensuring smooth office operations.

Position Summary

We’re seeking a highly organized and proactive Executive Assistant & Office Administrator to support the CEO and help coordinate daily office operations. The ideal candidate is detail-oriented, dependable, handles sensitive information with discretion and comfortably balances administrative responsibilities with hands-on coordination of daily workplace needs, such as managing calendars, emails, and meeting logistics as well as maintaining a smooth, clean, and well-functioning workplace environment.

Key Responsibilities

• Calendar Management: Maintain and manage the CEO’s calendar, ensuring efficient time allocation, meeting prioritization, and schedule alignment across departments and external stakeholders.
• Email Management: Monitor, organize, and triage the CEO’s inbox; draft responses, prioritize messages, and ensure timely follow-up on high-priority communications.
• Workplace Environment Management: Maintain a clean, safe, and organized office environment.
• Communication Handling: Serve as a primary liaison for internal and external correspondence, upholding professionalism, accuracy, and discretion in all written and verbal communication.
• Meeting Coordination: Organize, confirm, and prepare for meetings, including agenda development, documentation preparation, attendee coordination, and minute-taking as needed.
• Inventory & Supplies: Track office supplies and equipment; manage procurement and restocking as needed to support team productivity.
• Plan and coordinate internal events, team meetings, and leadership offsites.
• Serve as a key contact for facilities, IT setup, and general administrative support.
  
  

Qualifications

• Minimum of 3 years experience in an executive assistant, office coordinator, or administrative support role.
• Proven ability to manage executive calendars, travel, and email communications with accuracy and discretion.
• Experience in coordinating office operations, including supplies, vendor relationships, and workplace upkeep.
• Proficiency with common workplace tools such as Google Workspace, Slack, Zoom, Clickup and basic project/task management tools (e.g., Notion, Monday.com).
• Strong organizational and multitasking skills; able to manage shifting priorities efficiently.
• Excellent written and verbal communication skills.
• Ability to manage sensitive information with discretion and confidentiality.
• Strong attention to detail, time management, and problem-solving ability
• Ability to work effectively both independently and collaboratively in a fast-paced, team-oriented environment.
  
  

Contract Details

• Duration: 12-month contract
• Schedule: Full-time, Monday–Friday
• Location: Brampton
• Compensation: $25 per hour
  
  

Why Work With Pillway?

Joining Pillway Means Becoming Part Of a Pioneering Team Dedicated To Revolutionizing Digital Pharmacy In Canada. Here's Why You Should Consider Us

• Competitive Benefits and Compensation: We offer market-aligned salaries, year-end bonuses, comprehensive health benefits, and the potential for participation in our Employee Stock Option Plan over time.
• Flexible Work Environment: Our culture thrives on flexibility, allowing you to balance work and personal life seamlessly.
• Inclusive and Dynamic Culture: Be part of a great workplace culture that values diversity, innovation, and teamwork.
  
  

Pillway supports a workforce of diverse backgrounds and encompasses policies and initiatives designed to help all employees feel welcomed and well-equipped to succeed in their positions. We also appreciate every application we receive, but due to our overwhelming response, will only be able to contact those who are in consideration for the position.

Thank you for your interest in joining Pillway, and we look forward to learning more about you.