Purpose and Scope The Administrative Assistant provides essential administrative and operational support across departments. This role ensures smooth day‑to‑day functioning of the office, supports key processes during Manager absences, and assists staff with routine requests. It requires strong organization, attention to detail, and a service‑oriented mindset.

Essential Duties & Responsibilities

General Department Support

- Manage the Free Goods and Complaints workflow from initial email intake through shipment completion when providing coverage for the Manager.
- Monitor and manage the Info.ca inbox, ensuring timely, accurate, and professional responses to inquiries.
- Provide administrative support for rebate and reimbursement processes as required.

Administrative Support

- Prepare and process the General Manager’s expense reports in Concur on a monthly basis.
- Coordinate and manage the General Manager’s calendar, including scheduling, prioritization, and logistical planning.
- Arrange and coordinate travel itineraries for the General Manager, including related logistics as needed.
- Provide administrative and logistical support for meetings, conferences, and company events for Tolmar Canada.

Office & Field Support

- Manage the inventory, distribution, and coordination of Telus phones and iPads for office and field staff.
- Oversee office supply ordering through Amazon and maintain appropriate inventory levels.
- Coordinate incoming and outgoing mail and shipments, including correspondence with Tolmar Head Office.
- Serve as the primary liaison with the building manager on office facilities and related issues.
- Provide front desk support by welcoming visitors, directing inquiries, and assisting employees as needed.
- Respond to ad hoc office requests, including lunch coordination and other operational support needs.





Collaboration & Special Projects

- Collaborate effectively with internal teams and stakeholders to support administrative priorities and maintain efficient business operations.
- Support special projects, cross-functional initiatives, and executive requests as assigned.

Core Values This position is expected to operate within the framework of Tolmar’s Core Values:

- Center on People: We commit to support the wellbeing of our patients and treat our employees and those we serve as valued partners. By placing people at the heart of our actions, we actively engage, invigorate, acquire knowledge, and grow together with an enterprise-wide mindset that lifts the whole organization.
- Are Proactive & Agile: We embody a culture of engagement and action. With a hands-on approach, we fearlessly adapt to change. We anticipate, respond swiftly and efficiently to ignite a spirit that propels us towards extraordinary outcomes.
- Act Ethically: We are committed to consistently conducting our business in an ethical, compliant, and socially aware manner, in line with our purpose of positively impacting lives. We actively cultivate diversity, equity, inclusion, and sustainability in our workplace.
- Constantly Improve: We are committed to a proactive, team-oriented effort to enhance our products, systems, processes, and services by reducing waste, increasing efficiency, and improving quality. We strive to be innovative, embracing calculated risk taking that drives better ways of working.




- Are Accountable: We think, act, and communicate with honesty, transparency, and clarity in alignment with our core values. We don’t compromise our values for near term gain. We take accountability & ownership of our work, actions, successes, and setbacks. We strive to deliver our best as we shape the future.

Knowledge, Skills & Abilities

- Strong administrative, organizational, and time management skills with the ability to prioritize multiple tasks and meet deadlines in a fast‑paced environment.
- Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, with the ability to manage calendars, correspondence, and basic reporting.
- Experience or ability to quickly learn business systems and tools such as Concur, Veeva, shared inbox platforms, and inventory/order management systems.
- Excellent written and verbal communication skills with the ability to interact professionally with internal teams, external partners, and office visitors.
- High level of accuracy and attention to detail when processing documents, expenses, reimbursements, and confidential information.
- Ability to work independently, exercise sound judgment, and provide reliable coverage for routine processes during manager absences.
- Strong customer service orientation and interpersonal skills, with a proactive, helpful approach to supporting staff and responding to ad‑hoc office needs.
- Ability to maintain confidentiality and handle sensitive business information with professionalism and discretion.
- Demonstrated flexibility, adaptability, and willingness to support special projects and changing business priorities.

Working Conditions
- Office or hybrid office environment; requires prolonged sitting and occasional standing.

📌 Administrative Assistant (Burlington)
🏢 Tolmar Pharmaceutiques Canada
📍 Burlington