Sr. Admin. & HR Assistant

ABOUT ODAIA
ODAIA noun
o·da·ia | \ 'oh-day-yeah \
An Ancient Greek word referring to “tools of the trade.”
To learn more visit  odaia.ai.
ODAIA delivers AI-powered commercial intelligence for life sciences - unifying data, accelerating results, and helping commercial teams deepen engagement to enhance care for providers and patients. ODAIA's SaaS platform transforms complex data into predictive, personalized insights, enabling commercial leaders to understand their customers, anticipate prescribing behaviors, and make the informed, strategic decisions that bring therapies to patients faster.
OUR MISSION
Reducing patients’ time to therapy by facilitating meaningful interactions with healthcare providers, through human-centric software powered by AI. 
WHAT’S ON OFFER
Reporting to the Sr. Strategic Programs & Operations Manager, you will be the administrative engine of ODAIA. This role is a hybrid of high-stakes organizational support and HR operations. The Sr. Admin. & HR Assistant will manage everything from the CEO’s complex calendar, Board relations, office management, internal event coordination, and the tactical overflow of HR projects. This is a pivotal position that requires an understanding of HR operations, such as payroll and benefits; and believes that great HR starts with great administration. You aren’t just booking meetings, you are ensuring the Executive Leadership Team (ELT) is effective, our payroll data is accurate, and our organizational processes are seamless.
If you are a proactive self-starter who thrives on autonomy and wants to build a career in HR while having an impact on the business from day one, we’re here for it.
WHAT YOU WILL DO
Executive & Organizational Support

• Act as the primary administrative partner for the ELT, with a focus on the CEO
• Coordinate Board and ELT meetings, ensuring all logistics are organized and documentation is prepared; and where required, capture notes, drive follow up items and act as an accountability partner
• Draft, review, and distribute internal communications
• Create and review complex reports, presentations, and spreadsheets 
• Maintain and improve the storage of critical company documents, including NDAs and contracts, ensuring they are easily accessible and organized
• Own the end-to-end coordination of business travel, ensuring seamless itineraries

HR Operations & Recruitment Support 

• Support the administrative side of the HR team by executing projects and tasks as required to keep our people operations moving seamlessly 
• Act as a resource for ODAIAns, providing guidance and information on internal processes 
• Support the end-to-end recruitment lifecycle by managing job postings, coordinating interviews and ensuring hiring managers and candidates are prepared and informed
• Facilitate the administrative side of the pre employment and onboarding processes, including the preparation of orientation materials, hardware logistics and collection of new-hire documentation 
• Support the HR team in maintaining the ATS, sourcing initiatives and candidate outreach, as needed 

Office, Culture & Process Excellence

• Oversee our local "Hub" office responsibilities and plan company-wide events (virtual and in-person) that keep our remote-first culture connected and engaged
• Support the administrative and logistical execution of company-wide engagement initiatives, including, but not limited to: Town Halls and Pulse Surveys
• Identify manual administrative gaps across the organization and proactively build simple, scalable workflows that fix them
• Initiate and complete challenging, rewarding, and fun projects that support the long-term growth of the business and the leadership team
• Frequently travel to the Toronto office to lead the execution of our social and coporate events

WHAT YOU BRING
Executive & Organizational Support

• Minimum 5 years of proven experience providing high-level administrative support to multiple senior leaders simultaneously
• Post-Secondary degree in Business Administration, a similar degree, or related experience 
• Exceptional verbal communication and writing skills, ability to quickly draft and edit thoughtful and professional communications, with precise attention to detail  
• Excellent organizational and time management skills and a proven ability to manage multiple projects simultaneously
• Strong forethought, with a proven ability to anticipate outcomes and remain several steps ahead of potential issues
• Experience driving projects to completion and coordinating complex schedules and logistics

HR Operations & Recruitment Support

• A working understanding of HR operations, including payroll, benefits administration, Applicant Tracking Systems and employment standards (ESA, etc.)
• The ability to comfortably operate in ambiguity while making decisions in the best interest of the business
• Tech-savvy with the ability to efficiently use tools such as Google Workspace, Collage, Wagepoint, Slack, Notion, Canva, Lever, etc.
• An adaptable and agile approach that thrives in a fast-growing startup environment
• Curiosity and desire to continuously grow, learn and improve

Office, Culture & Engagement

• High energy, enthusiasm, and a genuine passion for creating a connected and engaged remote-first culture
• Proven ability to lead event execution and manage logistics for company-wide meetings and initiatives
• Creative and resourceful with a proactive "self-starter" mindset
• Proven ability to independently identify issues, conduct research, and implement improvements

WHAT WE OFFER

• A strong, passionate, values based culture, we Ignite Innovation, Own It and Stand Together
• Meaningful stock option grants
• Medical & dental benefits with immediate enrollment for full-time, permanent employees
• Flexible time-off
• Remote first, WFH flexibility with intentional, high-value in-person collaboration sessions, team meetings and socials

LOCATION
ODAIA is a remote first organization, with employees located across Canada and the U.S. Our primary office hub is located in central downtown Toronto and walking distance from Union Station. 
EMPLOYMENT VERIFICATION
Any conditional offer of employment made to a successful candidate will be subject to the full satisfaction with the results of any background and reference checks.
JOB PROCESS & INTERVIEW DISCLOSURE
ODAIA does not use artificial intelligence (AI) to review applications, filter or analyze resumes. 
Our recruitment team may use an AI-powered meeting assistant to record and transcribe interviews for note-taking purposes only. This tool helps our recruiters to be fully present during conversations with candidates who provide consent to this tool being used during an interview. This tool is used in compliance with privacy and employment laws across Canada and the U.S.
We respect the time candidates invest into participating in our recruitment process. ODAIA is committed to providing timely status updates on hiring decisions to all candidates following their final interview, in accordance with applicable employment laws. 
The anticipated base salary for this position ranges from $85,000 - $95,000 CAD.
This range represents ODAIA's good-faith estimate based on current market data and internal equity. Final compensation is determined through a comprehensive review of the successful candidate’s unique skill set, specialized experience, certifications and other relevant considerations. As such, the final offer may vary based on these specific factors. Salary expectations will be discussed collaboratively early in the process to ensure alignment. This role is also eligible for health benefits, stock options, and flexible time off policies as mentioned above. 
Position Status: Please note that this is a newly created position and not related to an existing position vacancy or departure. 
DIVERSITY, EQUITY & INCLUSION
ODAIA is an equal opportunity employer. We are committed to building an environment where everyone feels included, valued, respected and heard. We are committed to creating a diverse workplace, free from discrimination on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, parental status, veteran status, disability status or any other characteristics protected by local laws, regulations or ordinances. 
ACCOMMODATIONS AND ACCESSIBILITY
Accommodations are available upon request. If you need assistance or accommodation due to a disability or special need at any stage of the recruitment process, please contact us at [email protected].