Office Administrator

Attaineo Search is an industry-leading, collaborative recruitment consulting firm specializing in Life Sciences recruiting across North America. With 40+ years of Life Sciences industry experience, Attaineo Search partners with global Life Sciences organizations to provide customized recruitment services in direct placement, executive search, and RPO talent acquisition.

Our client, a global pharmaceutical innovator, is looking to hire a highly organized, proactive Office Administrator to manage and oversee the day-to-day administrative tasks. This is a one-year maternity leave contract role. The Office Administrator will play a key role in supporting various departments, managing office resources, and ensuring the seamless operation of office functions.

Key Responsibilities

• Administrative Support: Provide high-level administrative assistance, including answering phone calls, managing correspondence, scheduling meetings, processing purchase orders (PO), and preparing reports/presentations.
• Office Management: Oversee the maintenance of office facilities and supplies, ensuring a well-organized and functional workspace. Manage inventory, order office supplies, and coordinate with vendors for necessary services.
• Scheduling and Coordination: Assist with scheduling meetings, conferences, and other events. Coordinate travel arrangements, manage calendars, and handle logistics for staff and executives.
• Data Entry and Record-Keeping: Maintain accurate records, databases, and filing systems for documents, including confidential information, in a secure and accessible manner.
• Financial Assistance: Support basic financial processes, such as tracking expenses, managing invoices, and processing reimbursements in collaboration with the finance department.
• HR Support: Assist in onboarding new employees, managing employee records, and ensuring a positive office culture and environment.
• Communication: Serve as a central point of contact within the office, effectively communicating with internal staff, clients, and vendors.
  
  

Qualifications

• Proven experience as an Office Administrator, Administrative Assistant, or similar role.
• Self-motivated and detail-oriented, with the ability to work independently and within cross-functional functions
• Excellent interpersonal and communication skills (verbal and written)
• Intuitive, proactive, entrepreneur, combined with agility and the “can do” attitude
• Proficiency in MS Office (Word, Excel, PowerPoint) and ERP systems (i.e., SAP)