Executive & HR Coordinator / Coordonnateur(trice), soutien exécutif et RH

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Executive & HR Coordinator

Type: Permanent, Full-Time

Reporting to: VP Operations & Administration

Location: Hybrid — 4 days in our office (Westmount, close to Vendôme Metro) and 1 day from home

Celebrating more than 10 years of success in transforming patient care, CandorVision (a division of CandorPharm Inc.) is at the forefront of dry eye treatment in Canada and has earned a trusted reputation with both patients and healthcare providers. We are a Canadian owned and operated company dedicated to helping healthcare professionals provide exceptional care to their patients.

We are currently seeking an Executive & HR Coordinator to join our dynamic team. This is an important role in keeping key executive, HR, payroll, accounting, and administrative processes organised and moving forward.

This is a high-trust role for someone who combines strong organisation with good judgement and emotional intelligence. We are looking for someone who is naturally supportive, comfortable handling confidential information, and able to work with people in a thoughtful and professional way.

What you will be doing:

Executive Support

• Assist the VP and management team with day-to-day organisation, meetings, follow-ups, documentation, and special projects.
• Help keep track of priorities, deadlines, action items, and outstanding commitments.
• Support the VP in coordinating cross-functional projects and communication
• Prepare and maintain contracts, agreements, corporate documentation, and confidential records.
• Take ownership of recurring administrative processes and make sure things do not fall through the cracks.

HR & Payroll Administration

• Coordinate employee records, onboarding, offboarding, contracts, attendance, vacation, group health insurance benefits, and other HR administration.
• Coordinate, verify and process payroll information and related changes, working with external providers where applicable. 
• Support recruitment activities (postings, interview scheduling, and recruitment documentation)
• Act as an administrative point of contact for employee questions
• Monitor relevant regulatory updates and flag changes that may affect the company.
• Help organise employee events and recognition activities and contribute to a positive, engaging and enjoyable work environment.

Accounting & Financial Administration Support

• Reconcile corporate credit cards and review employee and sales representative expenses.
• Manage accounts payable, including tracking invoices, ensuring payments are completed on time, and confirming transactions are recorded.
• Verify transactions and supporting documents for completeness, consistency, and alignment with company policies.
• Support basic accounting activities, including data entry, invoice processing, reconciliations, and documentation.

You will likely be a strong fit if you have:

• College diploma or university degree in Human Resources, Management, Accounting, or a related field is preferred.
• Minimum 5 years of relevant experience in HR administration, payroll, executive support, business administration, or a similar multifunctional role.
• Basic accounting knowledge is required. Previous hands-on accounting and/or payroll processing experience is considered a strong asset.
• Experience working with accounts payable, reconciliations, expense review, or QuickBooks is an asset.
• Strong organisational, follow-up, and time-management skills.
• Excellent attention to detail and accuracy.
• High emotional intelligence and the ability to communicate with tact, empathy, and professionalism.
• Fluency in both English and French is required. Strong written and verbal communication skills.
• Ability to manage multiple priorities and remain calm and dependable in a fast-moving environment.
• Comfortable working independently while also being a reliable point of support for managers and employees.

A human hiring process

CandorVision team does not use AI to screen applications or conduct interviews.

Every application is reviewed by a real person, and every interview is conducted by people you would actually be working with.

We believe hiring should be a conversation, not an algorithm.

We sincerely thank everyone who takes the time to apply, however only candidates selected to move forward in the hiring process will be contacted.