Executive Assistant

Make your mark for patients 

We are looking for an experienced, proactive, and highly organized Executive Assistant to join our Canadian organization, based in our UCB office in Oakville, Ontario. You will provide high-level support to the Canadian Leadership Team while helping ensure our leaders, workplace, and key business activities operate smoothly.

About the role

You will serve as a trusted partner to senior leaders, anticipating needs, managing competing priorities, and exercising sound judgment with minimal direction. In addition to executive support, you will coordinate leadership meetings, executive visits, and office operations while handling confidential information with professionalism and discretion.

Who you’ll work with

You will work closely with the Canadian Leadership Team and collaborate with colleagues across UCB’s Canadian, Regional, and Global organizations. You will also partner with internal support functions, external stakeholders, vendors, and executive offices to deliver an organized and positive experience.

What you’ll do

• Manage complex calendars and competing priorities for multiple senior leaders.
• Coordinate leadership meetings, off-sites, executive visits, agendas, minutes, and follow-up actions.
• Arrange domestic and international travel and prepare detailed executive itineraries.
• Prepare executive communications, presentations, briefing materials, and confidential correspondence.
• Manage purchase orders, invoices, expense reports, and departmental budget tracking.
• Oversee office operations, vendors, facilities, supplies, meeting spaces, and workplace events.

Interested? For this role, we’re looking forward to the following

Minimum requirements

• Post-secondary education in Business Administration, a related field, or equivalent experience
• Minimum of 5+ years of progressive Executive Assistant experience.
• Minimum of 2+ years supporting leadership teams or senior executives.
• Minimum of 5+ years have experience and highly proficient in Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to work in office 5 days a week

Preferred requirements

• Experience coordinating leadership meetings, off-sites, and executive visits.
• Experience within pharmaceutical, biotechnology, or another highly regulated industry.
• Experience working within a global, matrixed organization.
• Proficiency with SAP, Adobe, and AI tools such as Copilot.
• Demonstrated discretion when managing confidential organizational and employee information.
• Bilingual proficiency in English and French is an asset.
• Strong problem-solving skills and a continuous-improvement mindset.
• Ability to remain organized, responsive, and composed in a fast-paced environment.

This positions reasonably anticipated base salary range is $63,000.00 -$82,000.00 annually.  The actual salary offered will take into account related knowledge, skills, experience and location among other factors and may fall outside the expected range.

Are you ready to ‘go beyond’ to create value and make your mark for patients? If this sounds like you, then we would love to hear from you! 

About us 
UCB is a global biopharmaceutical company, focusing on neurology and immunology. We are over 9.000 people in all four corners of the globe, inspired by patients and driven by science. 

We’ve embraced a hybrid-first approach to work, bringing teams together in local hubs to foster collaborative curiosity. Unless expressly stated in the description or precluded by the nature of the position, roles are hybrid with 40% of your time spent in the office.

Why work with us? 
At UCB, we don’t just complete tasks, we create value. We aren’t afraid to push forward, collaborate, and innovate to make our mark for patients. We have a caring, supportive culture where everyone feels included, respected, and has equal opportunities to do their best work. We ‘go beyond’ to create value for our patients, and always with a human focus, whether that’s on our patients, our employees, or our planet. Working for us, you will discover a place where you can grow, and have the freedom to carve your own career path to achieve your full potential. 

UCB is an equal opportunity employer. All employment decisions will be made without regard to any characteristic protected by applicable laws.

We are committed to fostering an inclusive, accessible environment, where all employees and members feel valued, respected, and supported. We are committed to meeting the accessibility needs of persons with disabilities.

If you require an accommodation for the recruitment/interview process (e.g. alternate formats of materials, accessible meeting rooms or other accommodation), please contact [email protected] and we will work with you to meet your needs. 

Please note that our hiring process includes the use of artificial intelligence (AI). All final hiring decisions are made by our hiring teams.