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Senior Administrative Assistant

3 months ago

Vancouver, Canada SaNOtize Research and Development Corp. Full time

Company Description

SaNOtize is a rapidly growing pharmaceutical company focused on developing and commercializing high quality, innovative products.


We aim to improve the quality of life for people throughout the world by using our proprietary biotechnology platform to remedy topical infections that negatively impact quality of life. 


Role Description

This is a full-time hybrid role for a Senior Administrative Assistant at SaNOtize Research and Development Corp. The role involves providing administrative support, managing communications, conducting executive administrative tasks, and utilizing clerical skills. While the role is primarily located in Vancouver, BC, there is flexibility for some remote work.


Administrative Duties

  • Provide Administrative Support to the CEO, Executive Team, and Sales Team of small Vancouver-based medical products company, launching in the US.
  • Manage CEO communications and email.
  • Manage CEO’s appointment calendar.
  • Manage executive team processes, meetings, agendas, action items tracking.
  • Research, compose, proofread, and format correspondence, presentations, and spreadsheets.
  • Facilitate the smooth flow of information to the CEO and exec team.
  • Act as a representative of the CEO to various stakeholders, both internally and externally.
  • Assist with various projects by conducting research, gathering data, and providing administrative support. Collaborate with different departments and track the progress of initiatives
  • Manage office supplies, inventory, and place orders as needed
  • Lead social calendar for the company including office lunches, birthday celebrations, summer & holiday events etc.
  • Coordinate travel arrangements and accommodations
  • Maintain and update office filing systems and databases
  • Assist in developing job descriptions, posting positions to LinkedIn, screening candidates and making recommendations on short listed candidates.


Board Duties

  • Serves as coordinator to the Board including, scheduling meetings, attending and taking meeting minutes for Board of Directors, standing committees and sub‐committees.
  • Drafts, prepares and distributes agendas, correspondence, minutes, communications and documentation for Board, standing committees and sub‐committee meetings.
  • Maintains records of minutes and documentation for Board, standing committee and sub‐ committee meetings.
  • Arranges registration at meetings, hotel accommodation and travel for Board members as required.

 

Requirements:

 

  • Completion of a two-year program in Office Administration; an undergraduate degree in business administration, or related field, is preferred.
  • Progressively responsible office administrative experience with at least five years’ experience in a senior administrative support position; experience in biotech is an asset.
  • An equivalent combination of education and experience may be considered;
  • Demonstrated strong skills in writing, proof-reading and editing memos for professional presentation.
  • Excellent organizational, presentation, written and oral communications skills; demonstrated expert level proficiency in using computer software packages for word processing, spreadsheets, databases, and presentation; proficient with virtual meeting platforms such as MS Teams and Zoom, including peripheral devices such as cameras and microphones.
  • Experience taking and transcribing meeting minutes in a senior administrative environment.
  • Demonstrated ability to work independently and meet deadlines.
  • Ability to perform administrative duties with speed and accuracy without immediate and constant supervision.