Administrative Assistant

CSL•Ottawa, ON

About The Position

The Administrative Assistant provides essential administrative and operational support to ensure the effective management of contracts, vendor agreements, and payment processes. This position assists in maintaining accurate records, coordinating approvals, and ensuring compliance with organizational policies and financial procedures. The role requires strong attention to detail, organizational skills, and the ability to work collaboratively across departments. CSL Behring is a global biotherapeutics leader driven by our promise to save lives. Focused on serving patients’ needs by using the latest technologies, we discover, develop and deliver innovative therapies for people living with conditions in the immunology, hematology, cardiovascular and metabolic, respiratory, and transplant therapeutic areas. We use three strategic scientific platforms of plasma fractionation, recombinant protein technology, and cell and gene therapy to support continued innovation and continually refine ways in which products can address unmet medical needs and help patients lead full lives. CSL Behring operates one of the world’s largest plasma collection networks, CSL Plasma. Our parent company, CSL, headquartered in Melbourne, Australia, employs 32,000 people, and delivers its lifesaving therapies to people in more than 100 countries. To learn more about CSL, CSL Behring, CSL Seqirus and CSL Vifor visit https://www.csl.com/ and CSL Plasma at https://www.cslplasma.com/. At CSL, Inclusion and Belonging is at the core of our mission and who we are. It fuels our innovation day in and day out. By celebrating our differences and creating a culture of curiosity and empathy, we are able to better understand and connect with our patients and donors, foster strong relationships with our stakeholders, and sustain a diverse workforce that will move our company and industry into the future. To learn more about inclusion and belonging visit https://www.csl.com/careers/inclusion-and-belonging

Requirements

Bilingual in English and French (spoken and written)
High School Diploma or equivalent vocational or technical education; Bachelor degree preferred
3-5 years' customer service and support experience in the areas of administration, project management and customer support.
Strong proficiency in Microsoft Office Suite applications (Word, Excel, PowerPoint, Outlook, SharePoint); experience with Microsoft Project and Visio preferred.
Proficiency in other office productivity tools (e.g., SAP) with aptitude to learn new software and systems
Experience in using Veeva Vault and Veeva DAM.
Marketing and Digital experience as well as customer interacting (facing) experience.
Experience with procurement, contracting, or financial administration.
Knowledge of administrative policies and compliance procedures.
Problem Solving
Action oriented and accountable
Supportive, service oriented and customer focused
Interpersonal skills

Responsibilities

Supporting the Sales, Market Access and Medical functions, lead and assist in the preparation, review, and processing of purchase orders, contracts, agreements, amendments and invoicing.
Ensure information is properly approved and stored in their designated systems.
Maintain an organized system for tracking contract lifecycles, deliverables, and renewal dates.
Coordinate with internal departments and external partners to ensure timely execution of documents.
Ensure compliance with organizational policies, legal standards, and procurement guidelines.
Support vendor onboarding by collecting required documentation and verifying information.
Prepare purchase requests, quotations, and approval documentation in line with procurement procedures.
Communicate with suppliers and service providers to resolve administrative or payment-related issues.
Process invoices, payment requests, and related documentation accurately and in a timely manner.
Track payments, reconcile discrepancies, and maintain up-to-date financial records.
Coordinate with the finance team to ensure proper budget coding and policy compliance.
Monitor contract budgets and alert management to potential variances or upcoming obligations.
Maintain digital records of contracts, payments, and vendor correspondence.
Generate reports on contract status, expenditures, and payment progress as needed.
Support audits and internal reviews by providing relevant documentation.
Support continuous improvement of administrative and financial workflows.
Process invoices, monitor payments, and maintain accurate financial and contractual records.
Design workflow and provide training to end users for enable seamless process
Coordinate new employee onboarding logistics, including equipment provisioning, access requests and workplace readiness.
Support the planning and execution of recurring office meetings by coordinating catering, room setup, visitor reception and workplace logistics
Oversee office mail and shipping operations, including the receipt and distribution of correspondence, coordination of courier services, and management of incoming and outgoing packages
Act as a back-up to Office and Marketing Coordinators