Job Description

JOB TITLE: Office Administrator (Part-Time), SBI ALApharma Canada Inc.
REPORTING: Reports to the CEO/CTO as well as Project Manager, SBI ALApharma Canada Inc.

GENERAL SUMMARY
SBI ALApharma Canada, Inc. (SBI Canada) is a Medical Device company located in Toronto, specializing in intraoperative imaging and fluorescence imaging technologies. SBI Canada is currently developing a handheld optical imaging platform for intraoperative imaging during surgical procedures with primary applications in breast cancer surgery. SBI Canada is seeking a part-time (20 hours/week) Office Administrator to join our downtown Toronto office. Individuals with administrative support experience are encouraged to apply.
The incumbent will embrace SBI Canada’s core values:

• Foster and promote a healthy and respectful workplace environment.
• We value teamwork and an ‘all hands on deck’ mentality as we solve challenges.
• Merit and performance-based recognition and advancement.
• Build value for customers and investors.
• Innovation without ego.
• Relentlessly seek continuous improvement opportunities.
• Achieve results with a sense of urgency.
• Find how we can, not why we can’t.
• We value a profitable growing company; growth creates opportunities, profit allows pursuit of opportunities.
• We are intolerant of bureaucracy that adds no value to our customers.

JOB SUMMARY
The Office Administrator will support the execution of projects at SBI ALApharma Canada. The Office Administrator will support the SBI Canada team with administrative tasks to ensure the smooth operation of the company and effective execution of projects.
DUTIES AND RESPONSIBILITIES:

• Manage calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), meeting prioritization, booking meeting locations, ordering catering and "day-of" logistical and administrative support.
• Book flights/hotels, complete expense reports, and arrange team lunches/dinners and offsite meetings for assigned personnel, as required.
• Coordinate and help prepare meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking, assemble/edit PowerPoint presentations, follow-up with attendees on key deliverables.
• Document processing and control. Including coordinating the document review and approval processes.
• As required, take meeting minutes and distribute to meeting attendees.
• Input purchase requests, purchase orders, receiving reports, receipts, and invoices.
• Assist with hiring and onboarding of new personnel.
• Order and maintain inventory for office and kitchen supplies.
• Prepare and track shipments to and from vendors to ensure timely deliveries.

COMPETENCIES:

• Excellent interpersonal and problem-solving skills.
• Detail oriented and organized.
• Excellent time-management.
• Experience coordinating workloads to meet deadlines.
• Independent worker, self-directed and able to work with minimal supervision.
• Strongly proficient in Microsoft Office® applications, specifically Word, PowerPoint, Outlook and Excel.
• Results oriented with personal responsibility for delivering on commitments.
• Ability to interact effectively and professionally with team, stakeholders, vendors, and service providers.
• Ability to work collaboratively within a team.

QUALIFICATIONS:

• High school diploma (or equivalent) required, BA or BSc preferred.
• 3+ years work experience in administrative support required.