Events and Operations Coordinator

Lock Search Group View all jobs

  • Toronto, ON
  • Permanent
  • Full-time
  • 2 days ago
Pharmacosmos Canada has appointed Michelle Belzile and Michael Villeneuve of Lock Search Group to support its expansion into the Canadian market. Pharmacosmos is a global pioneer in carbohydrate chemistry and a recognized leader in the development of innovative treatments for patients with iron deficiency and iron deficiency anaemia. As the organization continues to grow its presence in Canada, we are seeking a dynamic professional to join the team and play a key role in this exciting phase of expansionExplore Pharmacosmos -ABOUT PHARMACOSMOS CANADAPharmacosmos is a global, family-owned pharmaceutical company with deep expertise in carbohydrate chemistry and cell cycle biology. The organization develops innovative therapies addressing unmet patient needs, with a particular focus on iron metabolism and blood-related disorders.Pharmacosmos has established its new Canadian affiliate in Mississauga, Ontario, marking a significant milestone in the organization's growth and its commitment to serving patients in Canada. As part of this foundational team, the successful candidate will play a key role in building the local presence, shaping the affiliate's culture, and supporting its long-term success.Pharmacosmos is guided by a set of core values that define who they are:
  • People-Driven - As a family-held company, Pharmacosmos is built on passionate and knowledgeable people. Integrity, open-mindedness, and respect guide all endeavours. Each individual involved in the journey - employees, partners, and end-users alike - is valued, with trust forming the foundation of all collaborations.
  • Committed to Quality - Quality serves as both an inspiration and a driver of results. It reflects a commitment to excellence and continuous improvement, ensuring that quality is tangible across products, processes, and people. Quality is a promise upheld every day.
  • Innovating for Better Lives - Innovation is central to improving the lives of humans and animals. Pharmacosmos addresses unmet needs through its expertise in iron and carbohydrate-based pharmaceuticals, taking a holistic and collaborative approach to research and innovation alongside scientific and medical communities to help set new standards.
JOB PURPOSEThe Events and Operations Coordinator is responsible for supporting the planning, coordination, and execution of commercial and medical activities. This position plays a key role in organizing national business meetings, coordinating congress and conference participation, supporting advisory board logistics, managing contracts and invoices, and coordinating consultancy agreements.This position requires exceptional organizational and communication skills, sound judgment, high level of discretion and professionalism, and the ability to manage multiple priorities in a fast-paced environment.KEY RESPONSIBILITIESMeeting, Event & Advisory Board Coordination
  • Plan and coordinate national business meetings, including logistics, venue management, travel arrangements, materials, and on-site support
  • Coordinate company participation at national and regional congresses and conferences (booth logistics, registrations, materials shipment, vendor coordination)
  • Support the planning and execution of Advisory Board meetings, including venue sourcing, travel coordination, meal arrangements, materials preparation, and on-site logistics
  • Coordinate speaker and advisor logistics in alignment with compliance and transparency requirements
  • Maintain event timelines and ensure cross-functional alignment with Sales, Marketing, and Medical Affairs
  • Track budgets and reconcile event-related expenses
Congress & Conference Management
  • Manage attendee registrations and travel logistics
  • Coordinate exhibit booth contracts and vendor agreements
  • Ensure compliance with internal policies and industry regulations
  • Support pre- and post-event reporting and documentation
Contracts, Consultancy & Invoice Management
  • Process and track invoices for Commercial and Medical Affairs
  • Coordinate contract execution for vendors, consultants, speakers, and advisory board participants
  • Support development and routing of consultancy and speaker agreements in alignment with compliance policies
  • Track deliverables and payment milestones
  • Maintain organized documentation of contracts and agreements
  • Partner with Finance to ensure timely and accurate payment processing
Cross-Functional Support
  • Provide operational and coordination support to Sales, Marketing, and Medical teams
  • Assist with project tracking, timelines, and internal communications
  • Ensure activities are compliant with company policies and pharmaceutical industry regulations, including HCP engagement requirements
  • Manage materials delivery to the Field force; source and manage distribution supplier
  • Manage the materials approval process in Promomats or a similar platform
  • Support ad hoc projects as needed
Other
  • Demonstrate the Pharmacosmos Values and Way of Working, as well as comply with company policies, procedures, and codes of conduct, all applicable Canadian laws and industry regulations governing pharmaceutical operations, including but not limited to Good Manufacturing Practices (GMP), Good Clinical Practices (GCP), health and safety requirements, ethical standards, data privacy legislation, and any relevant Health Canada guidelines. Maintain the highest standards of integrity, documentation accuracy, and regulatory compliance in all activities.
QUALIFICATIONSEducation:
  • Completion of a post-secondary diploma or certificate in Office Administration, Business Administration, or a related field is preferred. An equivalent combination of education and relevant administrative experience may be considered.
Experience:
  • Two (2) years of administrative, coordination or operations experience
  • Preferred experience in the pharmaceutical or biotechnology industry
  • Experience supporting meetings, congresses, conferences, or advisory boards an asset
  • Familiarity with vendor contracts, consultancy agreements and invoice processing an asset
  • Understanding of working in a regulated environment, including HCP engagement and compliance considerations preferred
Skills / Competencies:
  • Strong verbal and written communication skills
  • Exceptional proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools (e.g., Teams, SharePoint).
  • High level of professionalism and discretion, and ability to maintain confidentiality, especially when handling sensitive information.
  • Ability to manage multiple priorities under tight deadlines.
  • Strong problem-solving capabilities and proactive mindset.
  • Excellent organizational skills and strong attention to detail.
  • Collaborative team player with the ability to work independently.
  • Customer-service mindset and commitment to supporting a high-performance culture.
  • Adaptable in a fast-paced environment
  • Reliable and demonstrated follow-through
OTHER REQUIREMENTS
  • Languages: English required, French is an asset
Thank you in advance for your interest, only individuals deemed to have the skill set and experience to fit the role will be contacted. Applicants must be legally entitled to work in Canada without sponsorship.We are equal opportunity and affirmative action employers that do not discriminate on the basis of race, national origin, religion, age, color, sex, sexual orientation, gender identity, disability, or veteran status, or any other characteristic protected by local, state, provincial or federal laws, rules, or regulations. Our policy applies to all terms and conditions of employment. Accommodation is available for applicants with disabilities upon request.

Lock Search Group