Job Description

Our client in the non-profit space is hiring  a Adminisrative Asssitant to join their team fully onsite in downtown Toronto on a 6-month contract. The Administrative Assistant provides administrative support to time-limited projects within Pharmacy Services and the Pharmacy Residency Program, and will report to the Director of Pharmacy Services and Pharmacy Residency Program Director. Responsibilities include assisting with document migration, supporting accreditation preparations, and providing administrative assistance to the Pharmacy Director, Coordinator, and leadership team. The role also involves liaising with other departments to ensure alignment with administrative processes and support operational efficiency across inpatient, outpatient, and research pharmacy services.

Responsibilities:

• Assist with meeting scheduling, creation of Pharmacy Residents' schedules, and coordinate communications for the Pharmacy Residency Program.
• Handle inquiries from internal and external stakeholders.
• Provide support for confidential projects and regulatory activities, including tracking progress on the Residency Strategic Plan and preparing necessary documentation.
• Organize and coordinate events such as Residency Candidates' Interviews, including logistics such as venue bookings, catering, and travel arrangements.
• Manage program documents, prepare presentations, and assist with uploading documents to the residency management system.
• Take minutes and prepare meeting agendas.
• Assist with invoice processing, tracking expenses, and preparing financial reports.
• Help coordinate procurement and assist with annual submissions.
• Support HR functions including recruitment, onboarding, staffing changes, and tracking Pharmacy Resident vacation/sick days.

Qualifications:

• Post-Secondary Certificate, Degree, or Diploma in Office Administration or related field (3-5 years’ experience preferred)
• Strong organizational, communication, and time-management skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience in event planning, document management, and financial tracking.
• High degree of confidentiality, tact, and discretion.
• Knowledge of Ontario’s Mental Health and Addiction system/services is an asset.
• Ability to work in an inter-professional, diverse team environment.