Administrative Assistant

Ultragenyx

Administrative Assistant providing support for Ultragenyx Pharmaceutical's Canadian operations. Duties include financial processes management, scheduling, and contract administration.

Posted 5/21/2026full-timeRemote • 🇨🇦 CanadaMid-LevelSeniorWebsite

Tech Stack

Tools & technologies

Oracle

About the role

Key responsibilities & impact

Day-to-day administrative support for the Canadian Vice President & General Manager, and functional leads in Medical Affairs, Market Access, Commercial Operations, Marketing, as well as support for Canadian field teams
Proactively manage calendar, appointments, and meeting requests through MS Outlook
Communicate with Canadian leadership, external partners, and internal stakeholders to schedule and set up in-person and virtual meetings
Participate in special projects and project management work as required by the business
Contract coordination — support contract-related administrative tasks including document preparation, routing for signatures, and maintaining organized contract files
Compliantly manage financial processes including purchase order creation and management, invoice payment, budget management and monitoring, and other necessary processes
Contract creation, review support, lifecycle management, and tracking across internal systems
Monitor contract timelines, ensuring renewals, expirations, and compliance requirements are proactively addressed
Track invoices and honoraria and ensure timely payment
Develop tracking mechanisms in Excel for external expense budgets in alignment with invoices
Ensure adherence to compliance requirements for payment of honoraria and invoices as well as vendor contract management
Manage and access necessary online portals/software (iCertis, Oracle, Veeva, OneDrive, Adaptive, SharePoint, Concur, Zoom, Microsoft Teams, etc.) and others as needed
Conduct regular check-ins with other administrative personnel to optimize activity
Coordinate interviews, onboarding, and hiring processes

Requirements

What you’ll need

Proven administrative support experience
Prior experience managing financial processes, including purchase order management, invoice payment, budget management, and monitoring
Demonstrated experience with contract administration, including contract drafting support, routing, tracking, and maintaining contract databases or contract management systems
Excellent written and oral communication skills in English; bilingualism (English/French) is an asset
Proven ability to work autonomously and prioritize workload
Superior proficiency in MS Office Suite: Outlook, Word, Excel, PowerPoint
Exceptional attention to detail, excellent organizational skills, and the ability to work on multiple projects with tight deadlines
Excellent interpersonal and verbal communication skills and the ability to deal effectively with a variety of personnel both internally and outside the company
Must be a self-starter with a positive and flexible attitude
Previous experience in a start-up organization would be beneficial
Some travel may be required

Benefits

Comp & perks

Generous vacation time and public holidays observed by the company
Volunteer days
Long term incentive and Employee stock purchase plans or equivalent offerings
Employee wellbeing benefits
Fitness reimbursement
Tuition sponsoring
Professional development plans

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

administrative supportfinancial processespurchase order managementinvoice paymentbudget managementcontract administrationcontract draftingtrackingExcel tracking mechanismsproject management

Soft Skills

written communicationoral communicationorganizational skillsattention to detailability to prioritize workloadinterpersonal skillsself-starterflexibilityability to work autonomouslyability to work under tight deadlines