Executive Assistant & Risk Management & Control Board Coordinator

About the Role

This position sits within GSK’s Commercial Canada team and combines senior-level executive support with coordination of the Risk Management & Control Board (RMCB). The role is based in Mississauga/Oakville, Ontario, and follows a hybrid schedule with 2–3 business days each week in the office.

The successful candidate will support three members of the Canadian Leadership Team while also acting as the main coordinator for governance and risk-related meetings. In this fast-moving, matrixed environment, the focus is on anticipating needs, keeping priorities on track, supporting decision-making, and ensuring executive and board processes run smoothly. The role partners closely with teams across Compliance, Finance, HR, Tech, Legal, and the wider business to support governance, audit preparedness, and risk management activities.

What You'll Do

• Deliver proactive administrative and strategic support to three Canadian Leadership Team members, covering calendar management, meeting coordination, travel planning, expense handling, correspondence, and document preparation.
• Stay ahead of leaders’ needs, own follow-up actions independently, and look for ways to streamline recurring administrative work.
• Manage confidential and sensitive information with discretion, professionalism, and strong judgment.
• Sort, prioritize, and respond to incoming requests using established processes to improve efficiency and avoid duplication.
• Balance multiple priorities and deadlines while using digital tools and dashboards to stay organized and visible.
• Organize meetings, projects, and cross-functional interactions, while maintaining shared repositories and collaboration tools for easy access to information.
• Provide concise status updates to leadership team members on key deliverables, deadlines, and priorities.
• Identify process improvements, promote technology-enabled ways of working, and share effective practices with the broader Executive Assistant community.
• Partner with the Executive Assistant to the General Manager, Canada, to manage the Commercial Planning Calendar, Canadian Leadership Team calendar and mailbox, and provide backup support when needed.
• Coordinate recurring RMCB meetings, including scheduling, logistics, attendee coordination, and monthly meeting planning with the Compliance Lead.
• Create and update monthly meeting agendas, making sure they align with key risk topics and that agenda owners are confirmed with business stakeholders.
• Prepare and share meeting agendas and pre-read materials by the Friday before each scheduled Tuesday meeting.
• Record accurate meeting minutes and action items, working with the Compliance Lead and Legal team to complete documentation as required.
• Send approved minutes and action logs to stakeholders within required timelines.
• Maintain consolidated action trackers and follow up with business owners to keep commitments moving, escalating overdue items when needed.
• Update the Audit Tracker with governance actions, audit items, and current status.
• Keep governance documents such as agendas, minutes, action logs, and supporting materials properly stored in the Compliance Repository.
• Support internal and external audits by finding, organizing, and preparing the required governance records.
• Act as the central contact for RMCB logistics, documentation, and stakeholder communication, ensuring business owners understand reporting expectations and submission deadlines.

What We're Looking For

• At least 2 years of experience in executive assistance, senior administrative support, project coordination, or office management, ideally in a complex matrixed environment supporting senior leaders.
• Strong ability to organize, plan, and prioritize across several stakeholders, deadlines, and competing demands.
• Proven comfort handling confidential information with discretion and sound judgment.
• Strong written and verbal communication skills, including the ability to draft minutes, action logs, and executive correspondence.
• Experience supporting governance forums, committees, or board administration, or comparable administrative experience with an interest in risk, audit, or compliance coordination.
• High attention to detail with a focus on accuracy, quality, and timely delivery.
• Ability to work independently, show initiative, and make decisions within set guidelines.
• Strong command of Microsoft 365 tools, including Outlook, Teams, Word, Excel, and PowerPoint, plus experience with SharePoint or similar document-sharing platforms.
• Comfort working in a hybrid setup with regular on-site attendance in Mississauga for 2–3 business days each week.

Preferred Experience

• Background supporting governance committees, risk management boards, audit, or compliance work.
• Experience in a regulated industry or a quality-focused environment.
• Familiarity with action trackers, audit trackers, and structured document repositories.
• Exposure to GSK systems and tools, or the ability to quickly learn new digital platforms.
• Experience coordinating large meetings, town halls, or cross-functional events.
• Strong working relationships with senior leaders and support teams such as Compliance, Legal, Finance, HR, and Tech.
• Strong English communication skills; French is considered an advantage.
• Experience working with global or cross-functional teams across time zones.

Compensation and Work Model

The annual salary for this position is CAD 54,300 to CAD 90,500, with the final offer depending on experience, qualifications, and internal equity. The role is hybrid and requires 2–3 business days per week in the office.

About GSK

GSK is working toward ambitious commercial goals for the future, including annual sales of £40 billion by 2031. Its strategy focuses on early intervention to prevent and change the course of disease, while supporting healthcare systems and improving outcomes for patients worldwide.

The company’s portfolio includes vaccines, specialty medicines, and general medicines. Through ongoing innovation and a commitment to scientific and technical excellence, GSK aims to develop and launch new treatments that address major health challenges. GSK is also focused on impacting the health of 2.5 billion people by the end of the decade through science, technology, and talent.

GSK’s culture is built around being ambitious for patients, accountable for impact, and doing the right thing. The company offers equal employment opportunities and provides accommodation for persons with disabilities during the hiring process.

Additional Information

Employment agencies and businesses are not authorized to refer candidates for this vacancy unless they have prior written authorization from GSK’s commercial and general procurement/human resources department. Without that authorization, any referral activity is considered unauthorized and GSK will not be liable for related fees.