Leadership Team Coordinator

Lock Search Group; Mississauga; On-site; CAD 65,000 - 90,000; Full time

Job summary

Pharmacosmos Canada, based in Mississauga, seeks a Leadership Team Coordinator to support the VP & Managing Director and LT, ensuring smooth operations and strategic alignment across the Canadian affiliate.

The role focuses on executive calendar management, travel planning, event coordination, and confidential administrative support, with collaboration across HR and Communications to advance company goals.

Qualifications

• Post-secondary diploma or certificate in Office Admin or related field preferred.
• Significant admin experience supporting senior leaders, preferably in pharma or life sciences.

Responsibilities

• Coordinate complex calendars across time zones and manage travel planning.
• Prepare LT meeting materials, agendas, minutes, and action tracking.
• Plan and execute LT and company events.
• Maintain filing systems and onboard LT members.
• Uphold discretion and confidentiality.

Skills

Verbal & written comms

MS Office & collaboration tools

Discretion & confidentiality

Problem solving

Organizational skills

Team player, independent

Customer-service mindset

Adaptability

Reliability & follow-through

Education

Post-secondary diploma or certificate in Office Admin/Business Admin

Equivalent combination of education & experience

Tools

Microsoft Office Suite

Teams

SharePoint

Job description

Pharmacosmos Canada has appointed Lock Search Group to support its expansion into the Canadian market. Pharmacosmos is a global pioneer in carbohydrate chemistry and a recognized leader in the development of innovative treatments for patients with iron deficiency and iron deficiency anaemia. As the organization continues to grow its presence in Canada, we are seeking a dynamic professional to join the team and play a key role in this exciting phase of expansion.

Explore Pharmacosmos - https://pharmacosmos.com/

About Pharmacosmos Canada

Pharmacosmos is a global, family-owned company driven by a passion for innovation. Building on its foundational expertise in carbohydrate chemistry and cell cycle biology, Pharmacosmos develops innovative treatments for unmet patient needs, with a focus on iron metabolism and blood-related disorders.

Pharmacosmos recently established its Canadian affiliate in Mississauga, Ontario, marking a significant milestone in the organization’s growth and commitment to serving patients in Canada. As part of this foundational team, the successful candidate will play a key role in continuing to build Pharmacosmos Canada’s local presence, shaping its culture, and supporting the affiliate’s long-term success.

• People-Driven – As a family‑held company, Pharmacosmos is built on passionate, knowledgeable people. The organization values integrity, open‑mindedness and respect and is guided by these values in all its endeavours. Pharmacosmos respects each individual who becomes a part of its journey, from employees and partners to end‑users, and recognizes that the strength in all its collaborations is trust.
• Committed to Quality – Quality serves as both an inspiration and a driver of results. It represents Pharmacosmos’ aspiration for excellence and its focus on driving continual improvements. For Pharmacosmos’ partners and end‑users, quality must always be tangible in its products, processes and people. This way, quality is the promise upheld every day.
• Innovating for Better Lives – Innovation is essential in Pharmacosmos’ quest to improve the lives of humans and animals. They seek to address unmet needs through its expertise in iron and carbohydrate‑based pharmaceuticals. Pharmacosmos believes in a holistic and collaborative approach to research and innovation, so they work together with the scientific and medical communities to set new standards.

Job Purpose

The Leadership Team Coordinator will provide high‑level administrative support to the VP & Managing Director of Pharmacosmos Canada and the extended Canadian Leadership Team (LT). This role is a key point of coordination for the Leadership Team, helping to ensure priorities are organized, communication flows smoothly, and day‑to‑day operations run efficiently. The Leadership Team Coordinator will take a lead role in planning and executing internal and external events for the LT and the company as a whole. This position requires exceptional organizational and communication skills, sound judgment, high level of discretion and professionalism, and the ability to manage multiple priorities in a fast‑paced environment while collaborating closely with colleagues.

Key Responsibilities

VP & Managing Director Support

• Manage complex calendars, scheduling, and meeting coordination across multiple time zones.
• Handle travel planning, itineraries, logistics, and expense reconciliation if needed.
• Anticipate needs and proactively address issues to ensure smooth executive operations.
• Assist in organizing LT meetings, preparing agendas, compiling materials, capturing minutes, and tracking action items.
• Effectively coordinate the leadership team’s bi‑annual business planning processes and monthly reporting.

Leadership Team Support

• Provide administrative support to LT members as needed, including calendar management, document coordination, expense management and travel arrangements.
• Support with LT internal communications to secure clear cascading of relevant information through the organization (in collaboration with the MD and HR).

Event Coordination

• Plan, coordinate, and execute company‑wide events, including LT offsites, town halls, leadership summits, employee engagement events, and other strategic gatherings.
• Manage event logistics such as venue selection, vendor coordination, catering, transportation, technology needs, and attendee communication.
• Collaborate with HR, Communications, and other relevant teams to ensure events support Pharmacosmos’ culture and strategic goals.
• Assume a leading role in the company engagement committee and its activity executions.
• Track corporate budget, negotiate contracts, and ensure compliance with company policies and procurement procedures.

Administrative & Operational Support

• Maintain organized filing systems, databases, and shared drives for key guidelines, contracts, meeting minutes, training resources and other pertinent documents for the MD, LT and organization as applicable.
• Lead the documents retention process (filing and supporting others).
• Act as the secondary policy system trainer and system co‑manager, assigning policies, SOPs and other training to employees, tracking status, and producing reports as required.
• Support onboarding activities for new LT members, in partnership with HR and the Office Coordinator.
• Assist with special projects and cross‑functional initiatives as assigned.
• Uphold the highest standards of discretion and confidentiality.

Qualifications

Education and experience:

• Completion of a post‑secondary diploma or certificate in Office Administration, Business Administration, or a related field is preferred. An equivalent combination of education and relevant administrative experience may be considered.
• Significant administrative experience supporting senior leaders, preferably within the pharmaceutical, biotech, life sciences sectors or a start‑up environment.

Skills / Competencies:

• Strong verbal and written communication skills.
• Exceptional proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools (e.g., Teams, SharePoint).
• High level of professionalism and discretion, and ability to maintain confidentiality, especially when handling sensitive information.
• Strong problem‑solving capabilities and proactive mindset.
• Excellent organizational skills and strong attention to detail.
• Collaborative team player with the ability to work independently.
• Customer‑service mindset and commitment to supporting a high‑performance culture.
• Adaptable in a fast‑paced environment.
• Reliable and demonstrated follow‑through.

Other Requirements:

• Acts as backup for the Office Coordinator when required.
• Languages: English required, French preferred.

The anticipated base salary range for this role is $65,000 to $90,000. Actual compensation offered will be determined based on factors such as relevant experience, skills, qualifications, education, demonstrated competencies, internal equity considerations, and overall alignment with the role's requirements.

This posting is for an existing vacancy. We do not use artificial intelligence (AI) to screen, assess, or select candidates as part of our recruitment process.

All job requirements listed reflect the minimum knowledge, skills, and experience necessary to perform the essential functions of the position. This job description is not intended to be an exhaustive list of all duties and responsibilities. Employees may be assigned additional job‑related tasks as required, provided such tasks are reasonable and consistent with the nature of the position. All duties will be carried out in accordance with the employer’s obligations under applicable employment, human‑rights, and accessibility legislation, including the duty to accommodate.

Pharmacosmos Canada Inc. is committed to fostering an accessible, inclusive, and equitable workplace. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), the Ontario Human Rights Code, and all applicable provincial accessibility and human‑rights legislation, Pharmacosmos Canada Inc. will provide accommodations throughout the recruitment, assessment, selection processes, and for the duration of the employment lifecycle. If you need support or accommodation due to a disability or a barrier you may experience, please let the Canadian Human Resources team know at any time. All accommodation requests will be handled confidentially.