Senior Administrative Assistant

Deciem Inc; Toronto; Hybrid; CAD 70,000 - 75,000; Full time

Benefits offered by this job

Generous Vacation

Parental Leave

Work from Anywhere

Hybrid Work

Summer Fridays

Dog-friendly Office

Employee Assistance

Job summary

DECIEM, The Abnormal Beauty Company, is growing rapidly and seeks a highly organized Senior Administrative Assistant to support our SVP, Brand – Global and SVP, Scientific – Global. This three-day in-office hybrid role is based at our Liberty Village office in Toronto.

You will anticipate needs, manage calendars, coordinate travel, track expenses (Concur), support planning, and help leaders stay organized while building strong relationships across teams.

Qualifications

• 3+ years of experience in an administrative, executive assistant, special assistant, or similar role.
• Highly proactive and organized with strong relationship-building and communication skills.
• Proficient with Google Workspace, Excel, and other productivity tools, with an interest in using AI and automation.

Responsibilities

• Proactively manage calendars for two senior executives, coordinating meetings and ensuring preparedness.
• Track deadlines, follow-ups, meetings, and commitments to prevent items slipping through the cracks.
• Manage expenses and invoices, including Concur submissions and invoice processing.
• Support annual planning and budget cycles by coordinating timelines and deadlines.
• Build relationships across departments to move information and priorities efficiently.
• Coordinate domestic and international travel as needed and learn executives' preferences.
• Provide ad-hoc project and presentation support and help coordinate deliverables.
• Continuously look for ways to improve how leaders and teams work using sound judgment and AI tools.

Skills

Google Workspace

Excel

Tools

Concur

Job description

We are a collective of disrupters and doers, of creatives and scientists, with a mission to reimagine the world of beauty.

Since inception, our vertically integrated structure, including our own laboratories, manufacturing, retail stores, and brand infrastructure, have enabled us to rapidly identify opportunities and deliver quality. Home to The Ordinary, NIOD, AVESTAN, and other emerging brands, our goal is to create with purpose. We were founded on the principle of doing everything that others don’t. Because normal gets you nowhere.

We are DECIEM, The Abnormal Beauty Company.

We are growing rapidly and we’re looking for someone who shares this vision and wants to grow with us!

WHAT WE’RE LOOKING FOR

We’re looking for a highly organized, proactive, and resourceful Senior Administrative Assistant to support our SVP, Brand – Global and SVP, Scientific – Global.

This role goes beyond traditional administrative support. We’re looking for someone who anticipates needs, keeps things moving, builds strong relationships, and helps our leaders stay one step ahead. You’re confident working independently, adaptable to different leadership styles, and someone who naturally sees what needs to be done and gets it done.

This is a three day in office hybrid role, based out of our Liberty Village office.

PAY RANGE

The anticipated base salary for this position is $70,000 - $75,000.

Exact salary depends on several factors such as experience, skills, education, and budget.

WHAT YOU’D BE DOING IN THIS ROLE

• Proactively manage calendars for two senior executives, anticipating scheduling needs, coordinating meetings, and ensuring they are prepared for upcoming commitments
• Stay one step ahead of priorities by tracking deadlines, follow-ups, meetings, and key commitments, helping ensure nothing falls through the cracks
• Manage expenses and invoices, including Concur submissions, receipt tracking, expense allocation, and invoice processing
• Support annual planning and budget cycles by coordinating timelines, organizing information, tracking deliverables, and proactively flagging upcoming deadlines and actions
• Build strong relationships across the departments to help keep information and priorities moving efficiently
• Help leaders stay organized and accountable by following up on action items, surfacing important information, coordinating requests, and proactively identifying what needs attention
• Occasionally coordinate domestic and international travel, including flights, accommodations, itineraries, visas, and other logistics, while learning and anticipating each executive’s travel preferences
• Provide project and presentation support on an ad-hoc basis, including helping organize materials, follow up with stakeholders, coordinate deliverables, and support special projects
• Continuously look for ways to improve how our leaders and teams work, using sound judgment, initiative, AI, and other tools to create structure, simplify processes, and make our executives more effective

SKILLS AND QUALIFICATIONS NEEDED TO GET THE JOB DONE

• 3+ years of experience in an administrative, executive assistant, special assistant, or similar role, ideally supporting multiple senior leaders or a complex executive environment
• Highly proactive and organized, with a natural ability to anticipate needs, stay ahead of deadlines, follow through on commitments, and get things done without needing to be asked
• Strong relationship-building and communication skills, with the confidence to work with senior leaders, build trust across teams, and respectfully follow up or push things forward when needed
• Adaptable, resourceful, and solutions-oriented, with the ability to work independently, navigate different leadership styles, manage changing priorities, and exercise sound judgment and discretion
• Proficient with Google Workspace, Excel, and other productivity tools, with an interest in using AI and automation to streamline processes and improve how administrative work gets done

WHAT YOU’LL BE GAINING BY JOINING OUR TEAM

There’s a lot of good stuff that comes along with being a DECIEM team member. Here’s a few of our favourite perks and benefits, in no particular order…

• Generous Vacation & Personal Days, plus additional time off for volunteering in your community, voting, peaceful protesting, celebrating your birthday, and more.
• 6 months of paid time off for new parents (inclusive of all genders).
• Work from anywhere 4 weeks per year.
• A hybrid work model (for applicable roles).
• Summer Friday’s - get off at 1pm all summer long! (for applicable roles).
• A dog-friendly office (and lots of cute dogs to play with).
• Unlimited access to an Employee Assistance Program that includes mental health care, mindfulness programs, and more.
• Access to Development Grants & a LinkedIn Learning membership to help you keep growing and learning.
• A generous discount on DECIEM products for you, your family, and your friends.

BUILDING GROWTH TO POWER GOOD

We are a People first company that lives by our core values to…

• Play in the grey.
• Be the rabbit.

These values continue to guide us in all that we do. Along the way, we’ve been honoured to win some pretty incredible awards, including a CEW Achiever Award, Best Skincare Brand at Sunday Times Style Beauty Awards, and Most Popular Sustainable Brand by The Cosmetify Index Global. We’re still blushing!

SUSTAINABILITY AND SOCIAL IMPACT

DECIEM’s objective is to build growth and do good things while prioritizing people, animals, and the Earth.

Our Sustainability strategy is focused on fighting climate change, improved waste management, responsible packaging, responsible sourcing and product lifecycle, and water conservation.

In 2020, DECIEM established the Good Fund to support both large and grassroots charities in response to global events.

CREATING A HUMAN WORLD OF BEAUTY

DECIEM is committed to diversity, equity, and inclusion (DEI) by creating meaningful, measurable change in the lives of our team members and in the communities where we operate. Achieving equality is critical to DECIEM and our future. You can learn more about our DEI commitment in our open letter, "Belonging is the Destination, Change is the Journey ".

DECIEM is an equal opportunity employer. We prohibit discrimination based on age, colour, disability, national origin, race, religion, sex, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are also committed to creating and maintaining an inclusive and accessible workplace. If you are contacted to be part of our recruitment process and require accommodation, please let us know.