Toronto, Ontario – Administrative Assistant

Reports to: Senior Manager Clinical Operations

Position Summary: 

First point of contact for visitors and callers to BPSI and to undertake a range of administrative duties.  As the “face” of our company, you will ensure visitors receive a heartwarming welcome by providing professional and friendly service.

Administrative Assistant to support our senior management in a timely and professional manner.  Provide high-quality administrative and clerical assistance to senior management.  The assistant’s main duties include scheduling meetings, making travel arrangements and organizing daily calendars.  To be successful in this role, you should be proactive, meet deadlines and communicate effectively.  Previous experience as an Administrative Assistant and is familiar with office management technologies.  Ability to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

As an Administrative Assistant, you should combine a pleasant personality with a dynamic professional attitude. Our ideal candidate can deal efficiently with complaints and has a solid customer service approach.

Duties and Responsibilities

  • Greet guests in a professional manner
  • Plan appointments, events and manage boardroom reservations
  • Act as point of contact between executives and employees/clients
  • Tracking and monitoring access cards
  • Updating and maintaining sign in logs
  • Ordering of office supplies and managing inventory for two sites
  • Sorting/distribution of incoming and outgoing correspondence
  • Preparing documents to be shipped out via Fedex, Purolator, and occasionally world courier
  • Verifying and accepting deliveries and coordinating distribution
  • Create regular reports and update internal databases
  • Make travel and hotel arrangements
  • Manage phone calls on company switchboard and emails
  • Checking company voicemail, and transferring to appropriate person
  • Arranging Taxi requests
  • Respond promptly to managers’ queries
  • Facilitate internal communication (e.g. distribute information and manage boardroom calendars)
  • Suggest more efficient ways to run the office and troubleshoot malfunctions
  • Other project/administrative work as requested

Qualifications

  • High School Diploma; college certificate an asset
  • Proven work experience as an Executive Administrative Assistant or similar role
  • Excellent communication skills
  • Professional attire/ appearance and manners
  • Knowledge of office procedures
  • Solid experience with office management systems, MS Office
  • Familiarity with online calendars
  • Experience using office equipment, including printers/copiers and fax machines
  • Strong communication skills (via phone, email and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work

Please send your resume to resumes@biopharmaservices.com