Executive Administrator - Toronto, Canada - Coactuate

Description

Executive Administrator (April 2024 Start)
Hybrid role based in Toronto, Ontario, Canada

Who are we?

Coactuate is a strategic design firm that helps leading, global life sciences and healthcare organizations bring form to their vision and translate robust forward thinking into aligned strategic action.

We are a multi-disciplinary team of strategists, designers, biomedical communicators, and scientists with unique skills and talent to tackle ambiguous and complex challenges through the integration of strategic and design-thinking methodologies.

We are proud of our fast-paced, creative, and highly collaborative studio environment. We believe that our individual voices matter, but that we can achieve more together. Each of our team members lead with heart, curiosity, and above all, the drive to impact positive change.

At Coactuate, we are focused on building leaders.

We believe in the power of a high touch apprenticeship with constant feedback, safe stretch roles, and 'space' to try new approaches.

We strive to offer our team the most enriching experiences through maximum exposure to executive level decision-making and thinking.

We are also committed to work-life balance and strive to maintain an environment where people can achieve their professional goals without sacrificing their personal needs.

What is the role?

The Executive Administrator is a new full-time role at Coactuate. As an Executive Administrator, your time will initially be split providing a range of operational activities.

These include supporting the executive leadership team in administering certain elements of the business, while also providing operational support on certain client projects and engagements.

1.

Operational support on select client engagements:

Coactuate provides operational support to some of our clients, assisting them in activities related to medical affairs contracting with healthcare professionals.

This includes working with our client medical affairs teams to process contracts and compliance documentation, and manage logistics with their external relationships (e.g., healthcare practitioners who may be hired for education sessions or advice seeking sessions).

In your role you will support Coactuate leaders on tactical processes and will work closely with client leaders of medical events and advisory boards to facilitate contracting processes.

Specific activities in this capacity can include:
i. contacting and liaising with medical professionals to understand their contractual needs and communicating that to our clients,

ii. facilitating client processing of contracts with medical professionals,

iii. liaising with client teams, medical professionals, and internal Coactuate professionals to ensure consistent understanding of status, and timely completion of contracting-related tasks

iv. following up with medical professionals or client team members for completion of workflows related to contracting

v. codifying process steps for other team members so that they understand requirements to complete different contracting-related tasks


2.

Operational support to the Coactuate leadership team:
You will support Coactuate leadership in management and delivery on core internal initiatives important to the company.

This includes working directly with members of the Coactuate extended leadership team on both ongoing initiatives throughout the year, and on discrete project activities.

Key responsibilities in this regard include:
i.


_
Professional Development Support_**:
Coactuate has an established professional development system, methodology and process.

In your role, you will support management in the administration of the Professional Development platform, including supporting scheduling of review sessions, preparation of professional development/review packages, engaging with team members to collect input, compiling and synthesizing inputs into written summaries, and generally ensuring that process deadlines are met throughout the year.

ii.


_
Capacity Planning & Staffing Coordination_:
_Coactuate has a capacity forecasting system in place to support our staffing.

In your role, you will engage with people managers across the company to understand, track and forecast evolving team capacity, ensuring that the system is up to date.

You will report on capacity to the Leadership Team on a regular basis, including advising on emerging challenges and conflicts.

iii. _
Travel-related Logistics Support_**:Some of Coactuate's client engagements require travel to different countries. In certain instances, you will support the Coactuate leadership team in booking travel and preparing expense reports.

iv


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Special Projects:

_ From time-to-time, you will assist in the project management and execution of internal Coactuate initiatives, programs, and events (e.g., team social events, company offsites, holiday parties).

As you gain familiarity with our team, systems and processes, your role may evolve,