Site Administrative Assistant

About the role

We’re looking for a Site Administrative Assistant to keep our clinical research site running smoothly and efficiently. In this role, you’ll be the first point of contact for study participants and visitors, while also providing essential administrative support to the research team.

Responsibilities

• Greet and support study participants, visitors, and staff, ensuring a professional and welcoming environment
• Schedule and coordinate participant appointments, including reminders via phone, email, or other channels
• Maintain and verify the accuracy of tracking systems and clinical trial management software (CTMS)
• Afford office supply, instrument, and pharmaceutical stock management and ordering
• Organize and maintain reception and common areas for a neat, efficient appearance
• Support data entry, document distribution, and mail handling for the site
• Help with staff training on CTMS and support occasional patient recruitment activities
• Provide administrative support for special projects and community-facing initiatives as needed

Requirements

• 1–2+ years of experience in a professional office environment, ideally in healthcare, research, or customer service
• A high school diploma or GED (an associate’s degree in Business Management or related field is an asset)
• Communicate clearly and professionally in person, over the phone, and via email
• Be organized, detail-oriented, and comfortable juggling multiple tasks
• Feel confident using computers, databases, and office software (experience with CTMS/EMR is a plus)
• Take pride in keeping spaces organized and creating a welcoming environment for visitors

Qualifications

• Experience in a healthcare, research, or customer service environment
• Ability to communicate effectively in person, over the phone, and via email
• Attention to detail and ability to manage multiple tasks simultaneously
• Proficiency in computer software, particularly CTMS/EMR
• Organizational skills and ability to maintain a welcoming environment

Skills

• Excellent communication skills
• Strong organizational and time management skills
• Ability to work independently and as part of a team
• Knowledge of clinical trial management systems (CTMS)

Benefits

• Comprehensive health, dental, and vision insurance
• Enhanced Employee Assistance Program (EAP) – mental health support
• Flexible PTO + paid holidays
• Continuing education reimbursement
• 401(k) / RRSP with company match and immediate vesting

Pay

Compensation is commensurate with experience.

Schedule

Hours are flexible to accommodate the needs of the research team and study participants.