A day in the life...

IMPressive people achieve IMPressive results!

As an Administrative Assistant, you will be responsible for overseeing all Oakville front office day to day operations and provide administrative support to the Leadership Team and corresponding teams. You may be responsible for multiple demands with short timelines; therefore the role involves a high degree of agility, initiative, flexibility, analytical judgment, and organizational skills. Actual duties will vary according to assignment, but will include meeting planning, travel logistics, contracting, invoice receiving and payment requests, budget support, expense reporting and the like.

To achieve success in this position you will;

Possess excellent organizational skills and the ability to multitask, managing multiple (sometimes conflicting) priorities.

Work collaboratively with the Administrative Team and other cross-functional teams.

Effectively manage calendars, schedule meetings, and manage meeting logistics for both internal and external parties.

Accurately and efficiently administer travel and expenses for the Leadership Team members including domestic and international travel. Proactively book travel and identify services required based on the itinerary (e.g. ground transportation, venue contracts, etc.).

Process expense reports for the Leadership Team and office purchasing card on time and within policy guidelines.

Support onboarding and off boarding of new employees.

Manage the Canada cell phone and IT program.

Attend meetings and when requested take minutes which appropriately capture the essence of the content. Assist in follow-up action items, as appropriate.

Understand and assist in triaging vendor and HCP contracts ensuring all required reviews and signatures are attained.

Archive contracts and maintain trackers.

Create purchase orders, process and track invoices and payment requests.

Perform clerical duties as requested: maintain team files, printing, photocopying, faxing, and scanning, when necessary, as well ensure mail and deliveries are routed to appropriate departments.

Greet visitors at the office.





Ensure smooth and efficient flow of day-to-day operations in the office including office supplies, snacks, and drinks.

Serve as a key administrative and HCP contracting support resource for Canada, helping coordinate Healthcare Professional contracts from request intake through routing, review, signature, tracking, payment and archiving.

What you bring to the table...

Minimum 3 years’ experience in a similar administrative, contracting, business operations, or commercial support role required.

Excellent verbal and written communication skills.

Strong interpersonal skills and ability to work professionally with internal and external stakeholders, including HCPs and vendors.

Solid decision-making skills, attention to detail, and ability to handle confidential information with discretion.

Demonstrated teamwork and partnering across boundaries in a fast-paced business environment.

Ability to work proactively, proficiently, and independently in a global business workplace.

Ability to exercise judgment, make decisions, and take action to complete assignments accurately and on time.

Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Ability to multitask, prioritize, track follow-ups, and manage competing deadlines required.

Previous pharmaceutical HCP contracting experience is a must, including experience supporting HCP agreements, routing/review processes, approvals, signatures, tracking, archiving, and related payment documentation.

Understanding of pharmaceutical/biotech business practices preferred; previous experience in Rare Disease is a plus.

Willingness to gain additional skill sets and support evolving business needs is essential.





Ability to travel in Canada and the US with a valid passport, as needed; minimal travel expected.

What we can offer you...

Competitive Compensation - $75,000 to $80,000 base salary depending on experience

Autonomy & Flexibility

Ongoing Learning & Development

Career Growth Opportunities

Collaborative, Diverse & Inclusive Culture

Our Story

It all started in 2005 with the belief that drive and determination are at the core of sales success and that impressive reps lead to impressive results. As a small Canadian contract sales organization, Impres was launched with the clear mission to exceed client expectations to be impressive in everything we do. Our evolution to a leading commercial partner was guided by our clients needs and a resistance to ever say no.

The result: partnerships that last decades, best-in-class services, technologies that maximize productivity and unmatched flexibility to adapt to changing partner needs.

Impres is recognized as a Excellent Place to Work® and a Top 50 Best Workplace in Canada®. We are a dynamic team that has an extraordinary passion for what we do! As a fast-growing company we offer unlimited opportunity for growth and combined with a competitive compensation program, our people feel right at home within our fast paced but collaborative culture.

Impres is an equal opportunity employer and we welcome applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. We are committed to fostering, cultivating, and preserving a culture of inclusion & diversity that embraces and encourages employees differences as it is our belief that our people are our most valuable asset.

The collective sum of individual life experiences, knowledge, innovation, self-expression, and unique capabilities that our employees invest in their work represents our culture, reputation, values and purpose.

While our HR team reviews all applications, our hiring process may include AI-enabled screening tools for keywords and minimum qualifications.

📌 Administrative Assistant (Oakville)
🏢 Impres
📍 Oakville