Sr. Admin HR Assistant

An Ancient Greek word referring to “tools of the trade.”

To learn more visit odaia.ai .

ODAIA delivers AI-powered commercial intelligence for life sciences - unifying data, accelerating results, and helping commercial teams deepen engagement to enhance care for providers and patients. ODAIA's SaaS platform transforms complex data into predictive, personalized insights, enabling commercial leaders to understand their customers, anticipate prescribing behaviors, and make the informed, strategic decisions that bring therapies to patients faster.

Reducing patients’ time to therapy by facilitating meaningful interactions with healthcare providers, through human-centric software powered by AI.

Reporting to the Sr. Strategic Programs & Operations Manager , you will be the administrative engine of ODAIA. This role is a hybrid of high-stakes organizational support and HR operations. The Sr. Admin. & HR Assistant will manage everything from the CEO’s complex calendar, Board relations, office management, internal event coordination, and the tactical overflow of HR projects. This is a pivotal position that requires an understanding of HR operations, such as payroll and benefits;

and believes that great HR starts with great administration. You aren’t just booking meetings, you are ensuring the Executive Leadership Team (ELT) is effective, our payroll data is accurate, and our organizational processes are seamless.

If you are a proactive self-starter who thrives on autonomy and wants to build a career in HR while having an impact on the business from day one, we’re here for it.

• Act as the primary administrative partner for the ELT, with a focus on the CEO
• Coordinate Board and ELT meetings, ensuring all logistics are organized and documentation is prepared; and where required, capture notes, drive follow up items and act as an accountability partner
• Draft, review, and distribute internal communications
• Create and review complex reports, presentations, and spreadsheets
• Maintain and improve the storage of critical company documents, including NDAs and contracts, ensuring they are easily accessible and organized
• Own the end-to-end coordination of business travel, ensuring seamless itineraries

• Support the administrative side of the HR team by executing projects and tasks as required to keep our people operations moving seamlessly
• Act as a resource for ODAIAns, providing guidance and information on internal processes
• Support the end-to-end recruitment lifecycle by managing job postings, coordinating interviews and ensuring hiring managers and candidates are prepared and informed
• Facilitate the administrative side of the pre employment and onboarding processes, including the preparation of orientation materials, hardware logistics and collection of new-hire documentation
• Support the HR team in maintaining the ATS, sourcing initiatives and candidate outreach, as needed

• Oversee our local "Hub" office responsibilities and plan company-wide events (virtual and in-person) that keep our remote-first culture connected and engaged
• Support the administrative and logistical execution of company-wide engagement initiatives, including, but not limited to:
  Town Halls and Pulse Surveys
• Identify manual administrative gaps across the organization and proactively build simple, scalable workflows that fix them
• Initiate and complete challenging, rewarding, and fun projects that support the long-term growth of the business and the leadership team
• Frequently travel to the Toronto office to lead the execution of our social and coporate events

• Minimum 5 years of proven experience providing high-level administrative support to multiple senior leaders simultaneously
• Post-Secondary degree in Business Administration, a similar degree, or related experience
• Exceptional verbal communication and writing skills, ability to quickly draft and edit thoughtful and professional communications, with precise attention to detail
• Excellent organizational and time management…