Administrative Assistant

Your New Company!
At Altasciences we all move in unison to assist and work in the discovery, development, and manufacturing of new drug therapies to get them faster to people who need them.  No matter your role, we all play an important part and you will have a significant impact on the health and well-being of people across the globe. By living our values of Employee Development, Customer Focus, Quality and Excellence, Respect and Integrity, we look to foster a passionate and collaborative work environment and we are looking for talented and enthusiastic people, like you, to join our growing team! Whether you're a recent college graduate or seeking your next career opportunity, it's time to discover your future at Altasciences.

We are better together and together We Are Altasciences.

About the Role

The Administrative Assistant (Clinical Trainers and Staffing Teams) provides essential support to the training department by coordinating onboarding activities, assisting with Learning Management System (LMS) tasks, preparing training materials, maintaining documentation, and ensuring smooth execution of training logistics. This role requires strong organizational skills, attention to detail, adaptability, and the ability to communicate effectively with employees and team members.

What You'll Do Here

• Coordinate and prepare onboarding sessions for new employees (as well as associated tasks).

• Act as LMS Learning Administrator: Create, assign, manage and remove training courses.

• Troubleshoot access issues and respond to employee inquiries.

• Grant training autonomies in the LMS as needed.

• Order training materials, including CPR and ACLS manuals.

• Prepare documents and materials for various training courses (e.g., theoretical sessions, CPR, ACLS, C-SSRS, MOCK Safety Emergency Procedures).

• Book conference/training rooms as needed.

• Update training binders and maintain printed training resources.

• Maintain training tracking tables (Eppendorf, quizzes, competencies).

• File training documentation and other internal records (e.g., Memo to File, CAPA, CSIS).

• Organize ACLS training sessions.

• Notify employees of pre-quizzes and training procedures.

• Coordinate with the trainers to confirm attendance and location.

• Manage the Record of Signatures process: Collect signatures from new employees, generate, distribute, and file annual signature records.

• Monitor employee training progress and follow up as necessary.

• Create training certificates upon course completion.

• Prepare and correct quizzes.

• Prepare return-to-work documentation.

• Archive and retrieving employee documentation as needed.

• Ensure timely signature and electronic entry of all training-related forms.

• Collaborate with scheduling team to plan Eppendorf, CPR, ACLS and other training sessions.

• Perform quality checks of schedules.

What You'll Need to Succeed

• High school diploma (DES) completed.

• A certificate in secretarial studies, office administration, or a related field is an asset.

• Equivalent relevant experience in an administrative support role will also be considered.

• Experience in an administrative support role an asset.

• Demonstrated experience in handling multiple administrative tasks with accuracy and efficiency.

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

• Document formatting.

• Familiarity with scheduling and calendar tools (e.g., Outlook Calendar, Microsoft Teams). Ability to update and maintain internal tracking tools (e.g., training logs, competency tracking sheets).

• Knowledge of Learning Management Systems (LMS) is an asset.

• Strong interpersonal skills.

• Ability to learn new skills quickly.

• Excellent communication skills in French and English.

• Positive attitude and team spirit.

• Able to adjust quickly to changes in priorities, tools, or procedures.

• Proactive mindset.

• Strong sense of organization and attention to detail.

• Discretion and reliability.

• Customer Service Orientation.

Altasciences strives to provide a French working environment for its employees in Quebec. Although as part of its francization program has taken all reasonable steps to avoid imposing the above-mentioned requirement. Fluency in English is an essential requirement for the position of Administrative Assistant including, but not limited to, for the following reasons:

• The requirement to have study protocols, designs and clinical research documents written and documented in English as required by industry regulatory agencies.

What We Offer

Altasciences offers a wide variety of benefits to help our employees live healthy and fulfilling lives both at and outside of work.

Altasciences' Benefits Package Includes:

• Health/Dental/Vision Insurance Plans.

• RRSP with Employer Match.

• Paid Vacation and Holidays.

• Paid Sick and Bereavement Leave.

• Employee Assistance & Telehealth Programs.

Altasciences' Incentive Programs Include:

• Training & Development Programs.

• Employee Referral Bonus Program.

• Annual Performance Review.

MOVING IN UNISON TO DELIVER A BIG IMPACT WITH A PERSONAL TOUCH

Altasciences is an equal opportunity employer committed to diversity and inclusion. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability or any other protected grounds under applicable legislation. Reasonable accommodations for persons with disabilities during the recruitment process are available upon request. Join us at Altasciences!