Administrative Assistant/Office Support

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.