Administrative Assistant

Job in Hamilton, Ontario, E8H, Canada

Listing for: Hamilton Health Sciences

Full Time position
Listed on 2026-08-08

Job specializations:

Administrative/Clerical
Office Administrator/ Coordinator
Business
Office Administrator/ Coordinator

Salary/Wage Range or Industry Benchmark: 70000 - 90000 CAD Yearly CAD 70000.00 90000.00 YEAR

Responsibilities

Provide general administrative support for the Director/Manager and the study team.

Respond to staff inquiries, resource requests and change requests.

Assist in determining eligible candidates for interviews.

Provide guidance to new members of staff regarding processes and procedures.

Create and maintain study team organizational charts.

Ensure that timesheets are completed correctly according to appropriate guidelines and filed.

Collect and enter staffs’ time for payroll and manage PHRI timesheets

Process financial invoices, credit card reconciliations as well as staff and meeting attendee reimbursements (ensuring that expenditures meet eligibility requirements of the relevant funding bodies).

Organize internal and external study meetings (e.g. Investigator, Study Committees, and Study Sponsor).

Prepare domestic and international travel and accommodations and have a strong understanding of how to book the most cost effective and logistically planned arrangements.

Create and maintain a detailed master meeting database of conference delegates.

Develop, manage, and maintain databases and tracking tools for required study documents.

Edit and maintain websites and digital content.

Reconciliation of accounts on completion of events.

Investigate inconsistencies and resolve them.

Assist in drafting documents as requested by supervisors.

Other duties as assigned

Qualifications

Bachelor’s Degree or College Diploma in Business or Office Administration.

Minimum 5 years’ experience with large clinical trials.

Thorough knowledge of the Microsoft Office Suite (e.g. Word, Excel, Outlook, PowerPoint, Access) and databases.

Minimum 3 years’ experience in a multi-faceted position with strong administrative skills.

Demonstrated interpersonal skills and teamwork skills.

Must be capable of setting priorities, working under pressure and adapting to change

Preferred

Working knowledge of PHRI systems, processes, organizational structure and SOPs
Experience with the management of investigational products
Working knowledge of research methodology is preferred.

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