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Administrative Assistant
3 hours ago
#LI-DNI
JOB DESCRIPTION
POSITION Administrative Assistant
COMPANY AND LOCATION Auxilium Health – Head Office, Oshawa, ON (Hybrid)
EMPLOYMENT TYPEFull-time, Permanent
HOURS WORKED37.5 hours per week, Monday-Friday, 8 am – 4 pm or 9 am – 5 pm
DEPARTMENT Patient Support Programs
REPORTING TO Manager, Program Development and Maintenance
DIRECT REPORTS No
LAST UPDATED January 2026
POSITION SUMMARY:
The Administrative Assistant supports the effective operation of the Patient Support Programs (PSP) department by providing administrative, operational, and coordination support to Leadership and the broader team. This role is responsible for supporting day-to-day departmental activities, including meeting coordination and minutes, documentation, reporting, vendor coordination, and data management across multiple systems.
The role involves close collaboration with PSP Leadership, Program Managers, and internal and external stakeholders to support workflow efficiency, track deliverables, and maintain organized records and resources. This position requires strong attention to detail, sound judgment, and discretion when handling confidential information. The successful candidate is highly organized, proactive, and able to communicate effectively, prioritize competing demands, and collaborate across teams, leveraging technology and standard office systems to support the delivery of Patient Support Programs.
GENERAL RESPONSIBILITIES & ESSENTIAL FUNCTIONS:
- Administrative & Leadership Support:
- Provide direct administrative and clerical support to the PSP Leadership team, including calendar coordination, document preparation, and follow-up on leadership requests
- Exercise discretion and maintain confidentiality when handling sensitive leadership, Program, and patient-related information
- Proactively anticipate administrative needs, taking initiative to support the completion of priorities and mitigate issues before they impact deliverables
- Communicate clearly and professionally with internal and external stakeholders on behalf of PSP Leadership, as appropriate
- Conduct research and prepare summaries, briefing materials, and reports for leadership review, as required
- Support leadership with tracking priorities, deadlines, and deliverables across departmental initiatives
- Meeting Coordination & Documentation:
- Schedule and coordinate internal, leadership, and external meetings with vendors and manufacturers, including meeting logistics such as room setup and arranging meals, as required
- Attend in-person and virtual meetings to record, transcribe, and distribute meeting minutes and action items
- Track action items and follow up with internal stakeholders to support timely completion and closure
- Maintain organized records of meeting documentation for reference and audit readiness
- Logistics, Vendors & Office Coordination:
- Act as the primary point of contact for third-party vendors and applicable contracts, to support efficient operations, patient access, and cost control
- Assist leadership with vendor coordination, service issues, and invoice or service follow-ups as needed
- Handle basic expense reports and administrative financial tracking, as required
- Data & Reporting:
- Prepare routine and ad-hoc reports for leadership, including but not limited to Salesforce, DocuSign, Absorb LMS, and Excel
- Support leadership with data validation, formatting, and presentation of reports
- Document & Resource Management:
- Assist with drafting, formatting, proofreading, and updating program documents, presentations, contracts, proposals and internal resources
- Create and maintain proprietary department materials, including guides, templates, and instructional videos, as required
- Maintain updated master copies of Program documents, ensuring consistency and compliance
- Communicate document updates to Program Manager(s) and relevant stakeholders
- Correspondence & Mail Handling:
- Support leadership with preparation and distribution of written communications when required
- Backup Operational Support:
- Step in as an operational support when needed, including assisting with end-of-day emails, printing and mailing patient documents, scanning received mail, and managing portal uploads
- Assist with general office coordination tasks during peak periods or staff absences
- Ad-Hoc Projects & Continuous Support:
- Support leadership on special projects, audits, process improvement initiatives, and ad-hoc tasks as assigned
- Identify opportunities to improve administrative workflows and support implementation of process enhancements, as directed by leadership
- Assist with organizing departmental files, trackers, and shared resources to improve efficiency and visibility for leadership
QUALIFICATIONS
- Strong written and verbal communication skills, with the ability to communicate professionally with internal and external stakeholders
- Excellent organizational skills and attention to detail, with the ability to design and maintain effective organizational systems and accurate records
- Proven ability to manage multiple tasks, priorities, and deadlines effectively in a fast-paced environment
- Sound judgment and discretion when handling confidential, sensitive, or regulated information
- Demonstrated proactive approach, with strong problem-solving and critical-thinking skills
- Intermediate proficiency with standard office and administrative software, including Microsoft Word, Excel, PowerPoint, and Outlook
- Demonstrated experience coordinating meetings, recording meeting minutes, tracking action items, and preparing reports and presentation materials
- Comfortable working across multiple systems and platforms, with the ability to adapt to new tools and workflows as needed
- Ability to work independently while collaborating effectively within a team environment
- Demonstrated experience supporting leadership teams, coordinating with third-party vendors, or assisting with contracts and invoicing is a strong asset
- Experience with DocuSign and/or Adobe Acrobat is an asset
- Familiarity with Salesforce, including reporting and user management, is an asset
- Positive, dependable work ethic and a willingness to learn and take initiative
- Valid driver's licence and access to a vehicle are preferred
EDUCATION & EXPERIENCE
- 2-4 years of relevant administrative experience in a professional office environment
- Experience in the pharmaceutical industry, Patient Support Programs, or healthcare is a strong asset
- Post-secondary education in Administration, Business, Healthcare, or a related field is preferred
WORKING CONDITIONS:
- Hybrid work environment, including home-office and corporate-office settings, with extended periods of desk and computer-based work
- Access to reliable, high-speed internet for remote work
- Attendance at virtual and in-person meetings as required
Occasional coordination and pickup or drop-off of mail, materials, or other items as needed
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