Office Manager / Admin Assistant
SCRIPT - Toronto, ON

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Company Overview

We are a full-service medical communications company based in midtown Toronto.
In partnership with our pharmaceutical clients we specialize in developing and delivering continuing medical education programs to both family physicians and specialists; healthcare advertising and drug launches; and meeting design and facilitation with a variety of healthcare professionals.

The expertise of our in-house staff allows us to work across all departments within a pharmaceutical company. This includes the Medical Department, Regulatory Affairs, Sales & Training, and Marketing & CME, allowing us to work on a drug throughout the entire product lifecycle.

A few examples of what we do:

  • Brand planning and promotional materials for prescription drug products in the pre-launch, launch and post-launch phases
  • Development and delivery of accredited and non-accredited medical education programs for a variety of healthcare professionals
  • Advisory board meetings with specialist physicians, nurses, pharmacists, and other allied healthcare workers
  • Publication planning and development of scientific manuscripts, abstracts, posters, as well as content for medical conference satellite symposia
  • Digital training tools for pharmaceutical sales representatives & medical science liaisons

Join a talented team of professionals that includes medical writers, art directors, graphic designers, project management and account teams, as well as senior level healthcare strategists. The position involves career advancement into a project management position.

Role overview

You will have the responsibility of managing the entire office, providing accounting support, and assisting the various account teams on projects, as needed.

Entry Level Criteria

  • University degree or equivalent (science degree is preferred)
  • Excellent written and oral communication skills
  • Advanced interpersonal and client service skills
  • Organized, detail-oriented, and able to multi-task in a fast-paced environment
  • Able to problem solve and work independently and quickly
  • Strong computer skills

Responsibilities

Reception
o Answer the phone and provide top-rate client service to callers
o Send and receive faxes, couriers and mail

Office management
o Maintain project update documents (project agenda, project codes list timesheets)
o Ensure the office runs smoothly
- Monitor office supplies and order, as required (Staples, cleaning supplies, special orders)
- Maintain all office equipment and liaise with the IT supplier and other suppliers to ensure proper functioning of computers, etc.
- Liaise with cleaning staff (ensure cheques and receipts are prepared; re-schedule cleaning days, as required)
o General / miscellaneous administration
- Filing, photocopying and other admin tasks, as required
- Maintain the ACT database of company contactsDevising and maintaining office systems
o Arranging both in-house and external events

Account service support
o Assist in accounting tasks as required (eg, checking status of accounts payable/receivable, entering timesheets, assembling documents in preparation for invoicing, entering data into a time management system)
o Monitor petty cash and enter receipts in record book

Executive assistant to the company partners
o Travel bookings
o Basic research
o Professional membership maintenance or enrollment in industry events
o Some personal bookings or other errands

Project Management
o Assist with client and internal projects as required
o Provide both admin support and project management support
o Manage small projects (eg, poster publication, procurement of permissions) independently

Competencies

Technical Skills
Excellent knowledge and proficiency of Microsoft Office (Word, Excel, and PowerPoint)

Office Management

  • Strong organizational skills as pertains to all admin in the office
  • Oversees development and updating of all admin procedures
  • Ensures office is stocked at all times (includes office supplies, paper, etc.,)
  • Answers phones appropriately; provides excellent client service

Fiscal Management

  • Bills a minimum of 25 hours per month
  • Assists with time management software data entry
  • Keeps incoming invoices organized
  • Provides bookkeeping assistance to company accountant as required
  • Carries out occasional industry research as required

Admin / Project Management Support

  • Is organized and detail-oriented with respect to project management needs
  • Is available to all project managers and account directors for support as required
  • Develops accurate timelines and provides project management support
  • Maintains good client relations that contribute to client satisfaction

Personal Attributes

  • Organized and detail-oriented
  • Trustworthy and responsible
  • Enthusiastic team player
  • Energetic, positive and creative
  • Exhibits the company core values which are integrity, accountability, professionalism, quality, entrepreneurialism, respect, common sense

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