OmniaBio: Administrative Coordinator

Active Vacancy

Role Summary:

The Administrative Coordinator, Site Operations provides onsite administrative, and operational, and executive coordination support to the Site Head, site leadership, and cross-functional teams. This role supports daily site operations, visitor and client logistics, recurring meetings, town halls, employee engagement activities, catering, office services, the onsite micro-market, and special projects.

The successful candidate is highly organized, service-oriented, proactive, discreet, and comfortable supporting leaders and teams in a fast-paced, dynamic, start-up environment and evolving organization.

This is an onsite role based at the Hamilton facility five days per week.

Responsibilities:

• Provides onsite administrative, scheduling, coordination, and day-to-day operational support to the Site Head and designated members of the site leadership team.
• Anticipates needs, prioritizes competing requests, exercises sound judgment, and responds with appropriate urgency in a fast-paced environment.
• Provides complex calendar support for the Site Head, including resolving conflicts, coordinating across internal calendars, and escalating scheduling constraints as needed. Prioritize inquiries and requests while troubleshooting meeting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Coordinates recurring site meetings and operational cadences, including calendar invitations, room bookings, agenda support, invitee management, meeting materials, and follow-up activities support as required. Creates, modifies, and supports the preparation of presentations, reports, briefing materials, agendas, minutes, and other meeting materials as required. 
• Acts as a reliable onsite point of contact and coordination conduit among site leadership, OmniaBio teams, CCRM, vendors, visitors, and external partners.
• Creates, develops and assists with special projects and site initiatives, as needed.
• Recognizes and implements lean initiatives.
• Supports the planning and execution of town halls, employee appreciation events, company gatherings, and employee engagement activities, including logistics, materials, food, games, volunteers, setup, and day-of execution.
• Participates as a member of the Social Committee and supports initiatives that strengthen employee engagement, connection, and workplace culture.
•  Coordinates logistics for client, audit, and visitor meetings, including room bookings, agendas, visitor arrival support, catering coordination, tour logistics, attendee communications, and day-of onsite support. Supports visitor arrival and onsite readiness, including sign-in coordination, greeting support, meeting room readiness, room setup, and coordination with internal points of contact.
• Makes travel arrangements and processes travel expenses.
• Supports office supply administration and onsite administrative service requests, ensuring requests are reviewed, prioritized, and escalated in alignment with company guidance. Coordinates catering requests in alignment with company guidance, including confirming business needs, attendee counts, dietary requirements, vendor coordination, approval routing, cost awareness, order placement, and onsite delivery logistics.
• Applies cost-conscious judgment when coordinating catering, supplies, events, and visitor logistics, escalating exceptions for approval in accordance with internal guidance.
• Organizes and manages the onsite micro-market program, including vendor coordination, inventory or service issue follow-up, employee communications, stocking or /escalation support, and alignment with site needs.
• Monitors designated shared mailboxes or centralized administrative intake channels and routes requests to the appropriate owner or process.
• Prepares, edits, proofreads proofs, formats, and distributes executive-ready communications, meeting materials, briefing notes, reports, presentations, agendas, minutes, and follow-up action trackers with a high degree of accuracy and professionalism.
• Uses Microsoft 365 and approved digital tools to support meeting preparation, document drafting, information organization, task tracking, and timely follow-up while ensuring appropriate review, confidentiality, and data-handling practices.
• Leverages approved AI-enabled functionality, where available, to improve administrative efficiency, including summarizing information, drafting first-pass communications, organizing meeting notes, identifying action items, and supporting document preparation, while applying human judgment, validation, and company policy requirements.
• Supports executive administrative workflows, including expense processing, purchase requisition or invoice coordination, vendor follow-up, records organization, onboarding logistics, space or /resource coordination, and other business operations activities as required.
• Performs other duties as assigned.

Qualifications:

• Bachelor's degree or equivalent work experience; additional relevant certifications are a plus.
• 3 to 5+ years of administrative, office coordination, executive or team support, hospitality, event coordination, or site operations support experience; experience supporting senior leaders is an asset.
• Experience in supporting meetings, employee events, visitor logistics, and onsite event coordination is an asset.
• Advanced proficiency with Microsoft Office, Outlook calendar management, Teams, and presentation and /document preparation tools. Demonstrated proficiency with Microsoft 365 applications, including Outlook, Teams, Word, PowerPoint, Excel, OneNote, SharePoint, and related collaboration or document-management platforms.
• Comfortable using approved AI-enabled tools and features, such as Microsoft Copilot or similar enterprise-approved functionality, to support drafting, summarization, research synthesis, meeting preparation, task tracking, and productivity improvements, with appropriate oversight and verification.
• Ability to learn and adopt new software, digital workflows, and automation-enabled processes quickly, including administrative intake channels, shared workspaces, scheduling tools, expense systems, and other site or corporate systems.
• Strong document preparation skills, including proofreading, formatting, version control, presentation preparation, spreadsheet organization, meeting minute preparation, and action-item follow-up.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in interacting with diverse groups of people. 
• Able to  manage a high volume of tasks and  competing priorities in a fast-paced, dynamic start-up environment.
• Excellent judgment and  ability to respond with appropriate urgency to situations  requiring quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Experience working with lean initiatives.
• Experience coordinating with clients, visitors, vendors, and external partners on behalf of the business is an asset.
• Biotech and CDMO experience an asset.
• The ideal candidate will have strong written and verbal communication, administrative, organizational, and service-oriented skills, with the ability to successfully balance multiple concurrent priorities in an onsite environment