Administrative Assistant

Position: Administrative Assistant

Location: 603-7 St Thomas St., Toronto, ON

 

Position Summary:

The Administrative Assistant will perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and team members, assisting in daily office needs, and managing dicentra’s general administrative activities. It should be obvious in the overall “can-do” attitude and high quality of work that the Administrate Assistant produces that he/she is fully invested in helping the organization run as smoothly as possible.

 

Responsibilities:
• Provide scheduling and communication support/coordination across all departments and for members of the leadership team, including sending out routine schedules and reports, coordinating conference calls with clients, and scheduling meetings.
• Serve as central point for all IT and telephone system-related issues, including answering calls and redirecting as appropriate, receiving any trouble reports, and training new team members on specific software systems.
• Administer the company training program by tracking employee training requests and approvals, archiving training materials like slides and after-action reports, and maintaining a team member training completion log.
• Ordering scientific papers as needed, to include scanning any physical articles and books that need to be filed on the shared drive.
• Creating and maintaining the order of all dicentra shared file drives so that all team members can easily and logically find any item being sought after.
• Coordinate communication between and among clients and team members by maintaining a dicentra dropbox system/group email inboxes and performing e-post duties as assigned.
• Attend assigned meetings and ensure accurate and concise minutes are taken and distributed to participants afterwards.
• Arrange all courier, mail, and outgoing shipments from the office.
• Coordinate routine reporting (such as accounting reports, marketing association renewal deadlines, and official company forms and letterhead) so work processes flow smoothly.
• Order office supplies as needed.
• Ensure the overall cleanliness and order of the dicentra office, to include managing janitorial, supply, and maintenance contracts, as needed.
• Coordinate French language translations as directed.
• Partner with accounting as needed to assist with and facilitate expense reporting and reimbursements.
• Register team members for conferences and training events, ensuring all travel details like flights and hotels are pre-arranged and communicated to the team member in a succinct format.
• Receive and transcribe messages received on an adverse event/reaction reporting hotline for further processing by the technical team.
• Assist the HR Manager with any duties assigned, including coordinating performance evaluations, scheduling meetings, and uploading information to the HRIS.
• Maintain corporate insurance for all companies and related functions, ensuring to keep all policies up-to-date and renewed as applicable.
• Perform other administrative duties, as assigned.

 

Qualifications:
• High School graduate required (Diploma or Degree, an asset)
• 3+ years of previous administrative assistant duties (required)
• Proficient in French (an asset)
• Knowledge of office management systems and procedures, including SOPs
• Working knowledge of office and IT equipment
• High proficiency in Microsoft Outlook, Word, PowerPoint, and Excel
• Outstanding written and spoken communication skills
• Superb time management, multi-tasking, and organizational skills
• Ability to work Monday-Friday, 9 am to 5 pm, from both work office and home office environments (during COVID19)
• In addition, we value the following qualities in all of our team members:
• Personality characterized by high-quality standards, responsibility, and engagement
• Ability to interact with a range of personalities and many levels of the organization
• Demonstrated self-motivation and the ability to take initiative
• Project management and strong prioritization skills
• Attention to and ability to execute details
• Adaptable to changing environment, client, and project needs

 

In addition, we value the following qualities in our team members:
• Personality characterized by high quality standards, responsibility and engagement
• Ability to interact with a range of personalities and many levels of the organization
• Demonstrated self-motivation and the ability to take initiative
• Project management and strong prioritization skills
• Attention to and ability to execute details
• Adaptable to changing environment, client and project needs

Applying:
To be considered for future opportunities, please email your cover letter, resume/CV, and any related supporting documentation to hr@dicentra.com with “Administrative Assistant” in the subject line.

As part of the hiring process, in addition to interviewing, successful candidates may be required to complete a skills assessment and a reference/background check. If you are sent a skills assessment, please complete it for consideration for the advertised position.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

Inclusion:
dicentra is firmly committed to creating a welcoming, accessible, respectful, and inclusive environment at our company in all divisions. We support the safety of employees and clients of diverse backgrounds and experiences. We also strive to meet individualized accessibility to ensure full inclusion for everyone. If you are selected to proceed through the hiring process and need a reasonable accommodation, please inform the company representative that contacts you.

About dicentra:

dicentra is a contract research organization and professional consulting firm that specializes in addressing all matters related to safety, quality and compliance for all product categories in the life sciences and food industries. We evaluate, implement, and provide all the necessary support for our client’s products and operations, allowing them to gain market access while building confidence in their brand.

We achieve this through our four business divisions:
Life Sciences Consulting
Food Safety & Quality Consulting
Global Certifications
Clinical Trials

Our team of experts work collaboratively to protect and improve our client’s businesses. We strive to promote a dynamic environment and encourage our team to continuously develop and enhance their skills and expertise, resulting in innovative solutions for our clients.