Hr jobs in Canada

Our client is a global, privately held organization operating in the life sciences sector, driven by innovation and a strong commitment to improving patient outcomes. With a solid scientific foundation and a focus on developing specialized therapies for unmet medical needs, the organization combines scientific rigor with a people‑centered culture. The company is establishing a new Canadian affiliate in Mississauga, Ontario. This represents a key phase of growth and offers a unique opportunity to join a foundational team, contribute to the setup of local operations, and help shape the culture and long‑term success of the Canadian organization. Core values include a strong focus on people, quality, integrity, collaboration, and continuous improvement.

The Executive Assistant will provide high‑level administrative support to the VP & Managing Director, Canada and the extended Leadership team. This role serves as a trusted partner, ensuring smooth day‑to‑day operations, facilitating communication, and enabling effective leadership. The Executive Assistant will also support members of the Canadian Leadership Team (LT) and take a lead role in planning and executing internal and external events for the LT and the company as a whole. This is an office‑based role reporting to the Vice President and Managing Director, Canada. 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.

• Manage complex calendars, scheduling, and meeting coordination across multiple time zones.
• Handle travel planning, itineraries, logistics, and expense reconciliation.
• Anticipate needs and proactively address issues to ensure smooth executive operations.

• Provide administrative support to LT members as needed, including calendar management, meeting preparation, document coordination, expense management and travel arrangements.
• Assist in organizing LT meetings, preparing agendas, compiling materials, capturing minutes, and tracking action items.
• Maintain clear communication and streamline workflows across LT functions.

• 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 company culture and strategic goals.
• Track budgets, negotiate contracts, and ensure compliance with company policies and procurement procedures.

• 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.
• 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.

• Act as the secondary COSMOS affiliate trainer and system co‑manager, assigning policies, SOPs and other training to employees, tracking status, and producing reports as required.
• Demonstrate the company’s Values and Way of Working, as well as comply with company policies, procedures, and codes of conduct, all applicable Canadian laws and industry regulations governing pharmaceutical operations, including but not limited to Good Manufacturing Practices (GMP), Good Clinical Practices (GCP), health and safety requirements, ethical standards, data privacy legislation, and any relevant Health Canada guidelines. Maintain the highest standards of integrity, documentation accuracy, and regulatory compliance in all activities.

• 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.

• 5+ years of administrative experience supporting senior executives, preferably within the pharmaceutical, biotech, life sciences sectors or start‑up environment.
• Proven experience in event planning and coordination.

• 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.
• Ability to manage multiple priorities under tight deadlines.
• 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

• Acts as backup for the Office Coordinator when required.
• Requires discretion with confidential data
• Languages: English required, French an Asset