Administrative Assistant I (ABP)

Role overview

We are looking for an Administrative Assistant I to support a Commercial Pharma team in a proactive, highly organized, and service-oriented way. This role is focused on anticipating stakeholder needs, keeping day-to-day operations running smoothly, and helping leadership stay coordinated and informed.

Administrative support

• Provide direct administrative support to the assigned leader, including calendar management, communication handling, meeting coordination, and related tasks.
• Own scheduling and calendar coordination for the leader, working with multiple internal and external stakeholders at different leadership levels while maintaining discretion and anticipating needs.
• Arrange team meetings and Leadership Team sessions from start to finish.
• Serve as a first point of contact for general administrative questions and routine inquiries.
• Maintain document repositories and team distribution lists.
• Contribute to special projects supporting the Leadership Team or wider team initiatives when needed.

Communications

• Prepare clear, polished, and effective written communications.
• Present ideas to leadership with confidence and strong verbal communication.
• Work with internal partners to track, coordinate, prepare, and support projects, engagement activities, and communication channels.
• Collect feedback on communications and surveys and help implement updates where required.

Collaboration and stakeholder coordination

• Use a broad internal network to strengthen stakeholder engagement and connection across the organization.
• Regularly partner with leadership and colleagues to plan and coordinate meetings and presentations with significant business impact.
• Apply strong planning, organization, and project follow-through across functions.

Operational support

• Support contract or funding-related requests connected to team activities, including HCP consulting and similar work.
• Assist with administrative and operational tasks such as agenda coordination, collecting meeting materials, editing departmental content, and connecting the department with other groups.
• Capture meeting minutes and feedback, then turn them into usable team outputs such as slides and summaries.
• Complete vendor requests and handle tickets tied to Vendor Master Data.
• Track timelines and milestone progress for important team deliverables.
• Support Commercial initiatives through special projects as assigned.
• Work closely with HR, IT, Procurement, Finance, Meeting Services, and Compliance on relevant business issues, updates, and troubleshooting.

Internal event planning and execution

• Manage event logistics for team meetings, including sourcing, contracting, rooming lists, registration, logistics communications, surveys, group activities, dinners, budgeting, invoice review, and payment processing.
• Help organize team-building, culture, wellness, and development activities that strengthen employee engagement.

External event coordination

• Coordinate with internal customer teams to support in-office meetings, local events, programs, and gatherings at external congresses.
• Lead the planning and logistics for outreach events across therapeutic areas in partnership with local teams.

What you should bring

• 0 to 5 years of administrative experience supporting management, ideally with field teams.
• Experience in pharma or biotechnology, or familiarity with the organization, is strongly preferred.
• Prior responsibility for handling confidential information.
• Strong ability to plan, organize, prioritize, and coordinate work across teams and functions.
• Detail-oriented approach with a focus on accuracy, process discipline, and continuous improvement.
• Advanced familiarity with Google Workspace tools, including Gmail, Calendar, Sheets, Slides, and Meet.
• A BS/BA degree or equivalent professional experience.
• Ability to travel by air or car for occasional internal and external business meetings.

Preferred qualifications

• Ability to make thoughtful decisions by prioritizing well, understanding dependencies, adapting messaging to different audiences, and adjusting plans as business needs change.
• Strong professional communication skills, both written and verbal, with the ability to represent the team positively in internal and external settings.
• Demonstrated collaboration skills, including the ability to work across formal and informal organizational networks to meet business needs.
• Experience with project management, strategic planning, operational execution, agile practices, and efficient delivery of high-quality work.

Additional information

This position is based in Mississauga, Ontario, Canada and is offered on a contract, onsite basis. The role is part of a pharmaceutical company environment and requires occasional travel by air or car for business meetings.