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Office Administrator, Hugel Canada
Hugel Aesthetics
Toronto, CAN
Full-time
Mid · 3–5 years experience
Onsite
$60,000 to $85,000 / year
Discovered 1 weeks ago
Role Overview
The Office Administrator is responsible for the day-to-day administrative and operational support of the Canadian office, ensuring a smooth, organized, and professional workplace.
This role provides front-line office administration and hospitality, along with cross-functional administrative support to Finance, Human Resources and Marketing including vendor and invoice coordination, expense report support, and onboarding and recruiting logistics.
The ideal candidate is highly organized, proactive, and detail-oriented, with strong judgment and discretion.
This person is comfortable managing a variety of administrative responsibilities and shifting priorities in a fast-paced, growth-stage company environment, and takes pride in creating a welcoming, well-run office.
Full Job Posting
WHAT YOU’LL DO
- Office Administration & Operations
- Maintain a professional, organized, and welcoming office environment
- Manage office supplies, ordering, and inventory
- Coordinate with vendors and building management on office needs, maintenance, and repairs
- Support meeting preparation, including conference room setup and visitor management
- Serve as the first point of contact for guests, deliveries, and general office inquiries
- Assist with office space planning and organization as the team grows
- Executive & Team Support
- Provide administrative support to leadership and team members as needed, including scheduling assistance and meeting coordination
- Prepare and organize materials for meetings, presentations, and leadership discussions
- Support domestic travel coordination and expense reporting as needed
- Track action items and follow up to help ensure timely completion of deliverables
- Support the Marketing & Medical Affairs leaders with event coordination, including logistics planning, vendor and venue coordination for health-care professional events
- Finance & Accounts Payable Support
- Support new vendor set-up and collection of required onboarding documentation
- Assist with invoice logging and routing for approval
- Support maintenance of the vendor master file, including updates to contact and banking information as changes are received
- Assist with expense report processing and documentation review (e.g., in Ramp)
- Support AP-related administrative tasks, including filing, recordkeeping, and basic reporting
- HR & Onboarding Support
- Support new-hire onboarding logistics, including orientation scheduling, system access requests, and first-day preparations
- Assist with interview scheduling and coordination across interviewers and departments
- Support distribution of new-hire paperwork and pre-employment documentation
- Assist with maintaining accurate and up-to-date employee records and files
- Support HR with administrative tasks such as employee verification letters and general correspondence
- Maintain strict confidentiality of sensitive employee and company information at all times
- General Administrative Support
- Provide backup administrative support across departments as needed
- Support special projects and process improvement initiatives
- Partner closely with Finance, HR, and leadership on administrative and operational initiatives
WHAT YOU BRING
- Required
- 3-5 years of administrative, office management, or related experience
- Strong organizational skills with excellent attention to detail and follow-through
- Ability to manage multiple priorities and deadlines in a fast-paced environment
- Clear written and verbal communication skills for internal and vendor-facing interactions
- High level of professionalism, discretion, and confidentiality
- Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
- Experience with expense management, AP, or HRIS systems a plus (e.g., Ramp, Xero, ADP, Bamboo)
- Comfortable working onsite in a dynamic office environment
- Preferred
- Experience in a life sciences, healthcare, or regulated industry a plus
- Experience supporting teams in a B2B healthcare clinic or aesthetics environment
- Bilingual – English & French
- College degree or equivalent experience
- How You Work
- Customer-first mindset with strong relationship-building skills
- Collaborative, team-oriented, and cross-functional in approach
- Ownership mentality with a high level of accountability
- Compensation
- The most likely base pay range for this position is $60,000 to $85,000 per year. Several factors, such as experience, tenure, skills, and particular business needs, will determine an individual’s exact level of compensation. Base salary is only one element of employee compensation at Hugel Aesthetics. The total compensation could include bonuses or sales incentives.
- Why This Role Matters
- This role is central to the success of Hugel Canada. You will operate at the intersection of sales execution, customer experience, and operations — directly impacting how we serve customers and scale our commercial model.
- You won’t just support the business — you will help build it.
Preferred Qualifications
- Experience with expense management, AP, or HRIS systems a plus (e.g., Ramp, Xero, ADP, Bamboo)
- Preferred
- Experience in a life sciences, healthcare, or regulated industry a plus
About Hugel Aesthetics
Pharmaceutical Manufacturing222 employeesFounded 2018
U.S.-headquartered medical aesthetics joint venture commercializing injectables for healthcare professionals and patients.
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