Executive & Hr Coordinator

Executive & HR Coordinator Executive Support | HR Administration | Accounting & Operations Support
Reporting to : VP Operations & AdministrationLocation : Hybrid — 4 days in our office (Westmount, close to Vendôme Metro) and 1 day from homeCelebrating more than 10 years of success in transforming patient care, CandorVision (a division of CandorPharm Inc.) is at the forefront of dry eye treatment in Canada and has earned a trusted reputation with both patients and healthcare providers. We are a Canadian-owned and operated company dedicated to helping healthcare professionals provide exceptional care to their patients.We are currently seeking an Executive & HR Coordinator to join our dynamic team. This is an important role in keeping key executive, HR, payroll, accounting, and administrative processes organized and moving forward.This is a high-trust role for someone who combines strong organization with good judgment and emotional intelligence. We are looking for someone who is naturally supportive, comfortable handling confidential information, and able to work with people in a thoughtful and professional way.You should be the kind of person who notices when something does not look right, follows through without being reminded, asks goodquestions, and is willing to step in and help when needed.What you will be doing:Executive SupportAssist the VP and management team with day-to-day organization, meetings, follow-ups, documentation, and special projects.Help keep track of priorities, deadlines, action items, and outstanding commitments.Support the VP in coordinating cross-functional projects and communication, helping align stakeholders, track deliverables, and keep priorities and follow-ups moving forward.Prepare and maintain contracts, agreements, corporate documentation, and confidential records.Help ensure key administrative information is properly documented and kept current.HR & Payroll AdministrationCoordinate employee records, onboarding, offboarding, contracts, attendance, vacation, and other HR administration.Coordinate, verify, and process payroll information and related changes, working with external providers where applicable. Review payroll information for accuracy and follow up on discrepancies.Administer the company’s group health insurance benefits, including enrollments, employee changes, terminations, and coordination with the benefits provider.Support recruitment activities, including job postings, candidate coordination, interview scheduling, and recruitment documentation.Maintain and update HR policies, procedures, templates, and related documentation.Act as an administrative point of contact for employee questions related to HR processes, policies, benefits, payroll, and documentation.Monitor relevant regulatory updates and flag changes that may affect the company.Help organize employee events and recognition activities and contribute to a positive, engaging, and enjoyable work environment.Reconcile corporate credit cards and review employee and sales representative expenses.Manage accounts payable, including tracking invoices, ensuring payments are completed on time, and confirming transactions are recorded.Verify transactions and supporting documents for completeness, consistency, and alignment with company policies.Follow up on missing information or discrepancies, and file and organize supporting documents.Support basic accounting activities, including data entry, invoice processing, reconciliations, and documentation.General Administration & Operational SupportTake ownership of recurring administrative processes and make sure things do not fall through the cracks.Maintain key administrative information such as company portals, subscriptions, and access records.Work closely with the Office Coordinator and provide additional administrative support when needed.Identify gaps, inconsistencies, or opportunities to make things simpler and more efficient.Why this role is different:This is not a traditional Executive Assistant role. It is not purely HR. It is not purely accounting.It is a high-trust coordination role at the centre of an established, growing business, with exposure to leadership, people operations, administration, and day-to-day company processes.You will be joining a small but high-performing team where people work hard, collaborate closely, enjoy working together, and have a visible impact on the business.For the right person, the role offers a lot of variety, responsibility, visibility, and room to grow as the company continues to expand.You will likely be a strong fit if you have:Strong organizational, follow-up, and time-management skills.Excellent attention to detail and accuracy.High emotional intelligence and the ability to communicate with tact, empathy, and professionalism.A genuine willingness to support others and contribute wherever needed in a collaborative team environment.Excellent judgement and discretion when handling confidential, sensitive, or personal information.Fluency in both English and French is required. Strong written and verbal communication skills.Ability to manage multiple priorities and remain calm and dependable in a fast-moving environment.Proactive approach and willingness to investigate questions.Comfortable working independently while also being a reliable point of support for managers and employees.Education & Experience requirements:College diploma or university degree in Human Resources, Business Administration, Management, Accounting, or a related field is preferred.Minimum 7 years of relevant experience in HR administration, payroll, executive support, business administration, or a similar multifunctional role.Experience independently managing confidential and deadline-driven processes.Basic accounting knowledge is required. Previous hands-on accounting and/or payroll processing experience is considered a strong asset.Experience working with accounts payable, reconciliations, expense review, or QuickBooks is an asset.What we offer:At CandorVision, we value our team and are committed to providing a supportive and enriching work environment. We offer:Competitive Compensation: A competitive salary aligned with your experience and the scope of the role.Meaningful Work: Varied and interesting assignments, with the opportunity to take ownership, contribute ideas, and make a visible impact on the business.Collaborative Culture: Join a friendly, multicultural, high-performing team of supportive and passionate colleagues.Career Growth: Opportunities for continued learning, professional development, and growth with the company.Regular Hours: A consistent Monday-to-Friday schedule, from 9:00 AM to 5:00 PM, supporting a healthy work-life balance.A human hiring processOne thing we want to be clear about:The CandorVision team does not use AI to screen applications or conduct interviews.Every application is reviewed by a real person, and every interview is conducted by people you would actually be working with.We believe hiring should be a conversation, not an algorithm.We want to understand your experience, how you think, how you work, and what kind of environment helps you perform at your best.And you should have the same opportunity to get to know us.We sincerely thank everyone who takes the time to apply and for their interest in joining CandorVision. While we appreciate every application, only candidates selected to move forward in the hiring process will be contacted.We thank all applicants for their interest;
however, only those selected for an interview will be contacted.
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