Back to jobs
V
Administrative Assistant/Office Support
Oakville, Ontario HQPosted 2 weeks ago
Full-timeonsite
Job Description
Administrative Assistant/Office Support
Department: Operations
Employment Type: Full Time
Location: Oakville, Ontario HQ
Reporting To: Carolyn Aubry
Compensation: $45,000 - $60,000 / year
Description
About you:
You are an organized, proactive, and detail-oriented professional who enjoys keeping an office running smoothly and efficiently. With 2–5 years of administrative experience, you’re comfortable handling a variety of responsibilities, from scheduling and coordination to document support and day-to-day office operations. You’re resourceful, dependable, and able to juggle multiple priorities while supporting a fast-paced, collaborative team.
What you'll do:
- Provide day-to-day administrative and office support to help keep operations running smoothly.
- Greet and ensure visitors coming onsite are welcomed, have an NDA and their onsite hosts are alerted.
- Support document organization, filing, scanning, formatting, and data entry.
- Prepare correspondence, presentations, reports, and other office materials as needed.
- Assist with ordering supplies, maintaining common areas, and supporting office organization.
- Coordinate travel, meeting rooms, catering, and visitor support.
- Assist the Senior EA with overflow requests.
- Support cross-functional teams with ad hoc administrative tasks and special projects.
What you’ll need:
- Completed post secondary training or administrative training is an asset.
- 2–5 years of experience in administrative support, office coordination, or a related role.
- Strong organizational skills and attention to detail..
- Proficiency Google Workspace, including Doc, Sheets, Slides
- Clear written and verbal communication skills.
- Ability to manage multiple priorities and adapt in a changing environment.
- A helpful, professional, and dependable approach to teamwork.
- Comfort handling confidential information with discretion.
Bonus points for
- Experience supporting teams in a biotech, medical device, or technical environment.
- Familiarity with document control, data entry, or scheduling tools.
- Experience coordinating office operations, events, or travel.
- Strong formatting and proofreading skills.
- An appreciation for puns and keeping things organized.
Why Join Us?
At Vital Bio, you will:
- Support a team working to bring innovative diagnostic technology to life.
- You’ll play an important role in keeping the office organized, connected, and running efficiently, while working alongside people who value collaboration, ownership, and attention to detail.
- This is a great opportunity to make a meaningful contribution and grow within a fast-moving, mission-driven environment.
Compensation will be determined based on the individual’s demonstrated experience, education, training, relevant certifications or licensure, and other applicable business and organizational factors.
This role is a current, onsite vacancy.