Administrative Coordinator

Please make note of the deadline to apply (posting end date).

Internal Application Policy: You must notify your manager prior to applying for new roles. 

Please note: Visa sponsorship or relocation will not be offered for this position.  

Hello. We’re Haleon. A new world-leading consumer health company. Shaped by all who join us. Together, we’re improving everyday health for billions of people. By growing and innovating our global portfolio of category-leading brands – including Sensodyne, Advil, Voltaren, Robax, NeoCitran, Buckley’s, Otrivin, and Centrum – through a unique combination of deep human understanding and trusted science. What’s more, we’re achieving it in a company that we’re in control of. In an environment that we’re co-creating. And a culture that’s uniquely ours. Care to join us. It isn’t a question. 

We encourage applicants with accessibility needs to notify us if they have any accommodation needs during the application and/or interview process. Please visit www.haleon.com/accessibility to learn more about our commitment to accessibility. 

Are you a highly organized and detail-oriented professional seeking a dynamic and fast-paced role in a supportive and collaborative environment? We have an exciting opportunity for an Administrative Coordinator to join our team and play a crucial role in supporting our Canadian Leadership Team. If you thrive on coordinating meetings, managing documentation, and enhancing process efficiency, we invite you to explore this role and join our team in making a meaningful impact.

Job Purpose:

As an Administrative Coordinator, you will be the cornerstone of our operations, ensuring they run smoothly.  This role supports the finance department and has a strong focus on purchase order creation and vendor invoice processing.   You'll exercise judgment and discretion to manage inquiries and requests from multiple leadership team members, oversee calendars, facilitate efficient communications, manage expenses, and assist with event planning. You'll be the go-to person for internal processes, including being an Accounts Payable super user, and provide valuable support to our employees. 

Why Join Haleon?

• Competitive compensation and annual bonus package.
• Comprehensive and flexible benefits program from day 1. 
• Defined contribution pension plan with employer matching.
• Optional Haleon Savings Plan with employer matching.
• We offer all new parents at Haleon 26 weeks of fully paid leave, regardless of gender or sexuality.
• Inclusive, diverse, and collaborative culture.
• Commitment to development and career progression.
• Hybrid model in a modern office located in Mississauga.
• Fitness centre, annual fitness subsidy, and bistro onsite.

Key Responsibilities:

This role will provide YOU with the opportunity to lead key activities to progress your career. These responsibilities include some of the following…

• Vendor and Supplier Relations: Interact with vendors, creation of purchase orders, troubleshooting invoice processing issues, and administering payment requests, ensuring timely deliveries, and resolving any issues that may arise.
• Meeting Coordination: Schedule and coordinate meetings, both internal and external, for the Canadian Leadership Team, ensuring timely distribution of agendas and necessary materials. This includes setting up conference calls, video conferences, and room reservations as needed.
• Document Management: Maintain and organize important documents, files, and records, including confidential materials. Ensure that documentation is accurate, up-to-date, and easily accessible for the leadership team.
• Expense Reporting: Help leadership team members with expense reporting and reimbursement processes, ensuring compliance with company policies and procedures.
• Travel Arrangements: Manage travel arrangements for team members, including booking flights, accommodations, ground transportation, and preparing itineraries.
• Data Entry and Reporting: Perform data entry and maintain databases or spreadsheets, generating reports and summaries as required by the team.
• Meeting Minutes: Document and distribute meeting minutes and action items from leadership team meetings and other relevant gatherings.
• Suggest Process Improvements: Continuously identify opportunities to enhance processes and procedures, contributing to the streamlining and efficiency of daily operations.
• Event Planning: Assist in planning and organizing company events, conferences, and off-site meetings. This may involve coordinating logistics, managing invitations, and tracking RSVPs.
• Confidentiality: Maintain strict confidentiality and handle sensitive information with discretion and professionalism.

Basic Qualifications:

We are looking for professionals with these required skills to achieve our goals:

• Associate degree or equivalent experience.
• Minimum 5-7 years of experience in a Coordinator/ Executive Assistant role managing scheduling, travel and all General Manager inquiries.
• Extensive experience with Microsoft Office applications (Outlook, Powerpoint, Word, Excel)
• Previous experience with Coordinator/Admin led process mapping, improvements and ongoing continuous improvements.
• Strong organization skills with ability to manage multiple priorities in a fast-paced environment
• Strong decision-making skills, analytical and problem-solving skills

Preferred Qualifications:

If you have the following characteristics, it would be a plus:

• University Degree or equivalent education an asset but not required.
• Bilingualism is an asset
• SharePoint Experience an asset

#LI-Hybrid

Care to join us. Find out what life at Haleon is really like www.haleon.com/careers/
At Haleon we embrace our diverse workforce by creating an inclusive environment that celebrates our unique perspectives, generates curiosity to create unmatched understanding of each other, and promotes fair and equitable outcomes for everyone. We're striving to create a climate where we celebrate our diversity in all forms by treating each other with respect, listening to different viewpoints, supporting our communities, and creating a workplace where your authentic self belongs and thrives. We believe in an agile working culture for all our roles. If flexibility is important to you, we encourage you to explore with our hiring team what the opportunities are.
As you apply, we will ask you to share some personal information, which is entirely voluntary. We want to have an opportunity to consider a diverse pool of qualified candidates and this information will assist us in meeting that objective and in understanding how well we are doing against our inclusion and diversity ambitions. We would really appreciate it if you could take a few moments to complete it. Rest assured, Hiring Managers do not have access to this information and we will treat your information confidentially.
Haleon is an Equal Opportunity Employer. All qualified applicants will receive equal consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity/expression, age, disability, genetic information, military service, covered/protected veteran status or any other federal, state or local protected class.
 

Accommodation Requests

If you require a reasonable accommodation or other assistance to apply for a job at Haleon at any stage of the application process, please let your recruiter know by providing them with a description of specific accommodations you are requesting. We’ll provide all reasonable accommodations to support you throughout the recruitment process and treat all information you provide us in confidence.