Administrative Assistant

2 days ago

Richmond Hill, Ontario, Canada Prollenium Medical Technologies Inc. Full time

Company Overview
Prollenium Medical Technologies Inc. is a fast-growing Canadian developer, manufacturer, and international distributor of premium hyaluronic acid (HA) dermal fillers and cosmetic products. We are proud to address all of our client's needs through streamlined innovation. Prollenium is able to ensure a continual flow of creation, unique ideas, and a steady pipeline of new and exciting products that provide safe and effective results. With regulatory approvals from the US FDA and Health Canada, Prollenium has sold over 5 million syringes from its Revanesse product line across more than 80+ countries worldwide. Prollenium was the first manufacturer of hyaluronic acid dermal fillers in North America. Join our dedication to innovation.

Position Overview
Prollenium provides competitive compensation, benefits, and development opportunities.

The Administrative Assistant provides comprehensive administrative and coordination support to the Head of Facilities, with a focus on project coordination, documentation management, and contingency planning. This role supports operational efficiency, compliance requirements, and effective organization of contracts, legal documents, and facilities-related initiatives.

Key Responsibilities
Administrative & Documentation Support

  • Draft, review, organize, and maintain contracts, agreements, and compliance-related documentation.
  • Maintain legal and operational files while ensuring strict confidentiality of sensitive information.
  • Support the preparation of reports, summaries, and presentations for executive leadership and audit committees.

Facilities & Project Coordination

  • Track project timelines, milestones, deliverables, and documentation for facilities and operational initiatives.
  • Coordinate with internal teams and external vendors/service providers to support the smooth execution of facilities projects.
  • Assist with contingency planning and follow-up actions related to facilities operations.

Meetings & Organizational Support

  • Schedule, coordinate, and manage meetings related to facilities, legal, and operational matters.
  • Prepare meeting agendas, record minutes, and track follow-up action items for cross-functional meetings.
  • Maintain accurate records to support compliance audits and operational reviews.

Minimum Qualifications
Technical Knowledge / Experience:

  • Minimum of 3 years of experience in an administrative support role; experience in facilities, operations, or a regulated environment is preferred.
  • Exposure to contract administration, compliance documentation, or risk management is an asset.
  • Strong organizational and time-management skills with the ability to manage multiple priorities.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and document management systems.

Behavioral Skills

  • Professional, ethical, and discreet
  • Proactive and solution-oriented
  • Adaptable in a fast-paced environment
  • Strong interpersonal and collaboration skills
  • Reliable, organized, and deadline-driven

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