Senior Administrator, Human Resources

Description

Who We Are:
Xenon Pharmaceuticals (NASDAQ: XENE) is a neuroscience-focused biopharmaceutical company committed to discovering, developing, and commercializing innovative therapeutics to improve the lives of people living with neurological and psychiatric disorders. We are looking for great people who thrive in a respectful, collaborative, inclusive, and productive culture to join the Xenon team.

What We Do:
We are advancing an exciting product pipeline to address indications with high unmet medical need, including epilepsy and depression. Our flagship azetukalner program represents the most advanced potassium channel modulator in clinical development for multiple indications. Building upon the positive results and compelling data from our Phase 2b “X-TOLE” study in adult patients with focal epilepsy, our Phase 3 epilepsy program includes multiple clinical trials evaluating azetukalner in patients with focal onset seizures and primary generalized tonic-clonic seizures. In 2024, we are planning to initiate a Phase 3 azetukalner program in major depressive disorder, based on topline data from our Phase 2 “X-NOVA” clinical trial. In addition, we are proud of the leading-edge science coming out of our discovery labs, including early-stage research programs that leverage our extensive ion channel expertise and drug discovery capabilities to identify validated drug targets and develop new product candidates. Backed by a strong balance sheet to support our growth plans, we continue to build a fully integrated, premier neuroscience company with strong discovery, clinical development, corporate, and commercial operations.

About the Role:
We are seeking a Senior Administrator, Human Resources to join our Human Resources team. The Senior Administrator will be responsible for coordinating recruitment scheduling for executive level positions (VP and above), scheduling Senior Hire orientations and supporting training events for department heads, supporting contracts and Statements of Work along with department budget tracking and reconciliations, providing administrative support for the Executive Vice President, Human Resources and other general administrative activities.
The ideal candidate is highly organized, collaborative, and can successfully juggle multiple competing responsibilities and tasks, as well as having a strong track record to prioritize and problem solve independently. The Senior Administrator, Human Resources is professional, has a high level of confidentiality and judgement and has a positive, team focused approach to providing support where needed.
This position reports to the Senior Manager, Human Resources and will be based in Vancouver, BC, Canada. The level of the position will be commensurate with the candidate’s education and industry experience. This role is a hybrid position, requiring a minimum of 2 days per week in the office.

RESPONSIBILITIES:

• Coordinate recruitment scheduling for executive level hires (VP and above searches) including:
• Working with HR colleagues to ensure Authorization to Hire, Employee Change Forms, and Offer Documents are accurate and ready for executive signatures
• Working with executive support colleagues to schedule virtual and in-person interviews across senior team calendars; collaborating with hiring managers and leaders to ensure interview scheduling is well-managed and prioritized accordingly. Consider all the logistical activities for local and virtual interview arrangements.
• Ensuring candidate interactions and coordinating with recruitment agencies on candidate pipeline are timely and well-managed.
• Making and managing all travel and accommodation arrangements and prepare detailed travel packages, including itineraries and supporting documents for senior level candidates.
• Support candidate expense tracking when required (e.g. interview expenses, relocation etc.).
• Schedule candidate de-brief discussions and reference checks.
• May provide assistance to other client groups as required.
• Schedule Senior Hire Orientation meetings for eligible new hires; collaborate with Learning & Development team members on applicable changes for Senior Hire Orientation.
• Collaborate with Corporate Affairs to manage Department Head and Senior Leaders eligibility, distribution lists, and related activities. May provide information to Corporate Affairs for Town Halls.
• Coordinate administration for HR team related to contracts, Statements of Work, and tracking of recruitment agencies and other applicable vendors. Ensure contracts are appropriately stored in the Company’s contract management system and drive consistency across processes among HR team related to contract and Statements of Work approvals and signatories. Collaborate with the Legal team on applicable process changes.
• Coordinate invoices, conduct HR Credit Card reconciliations, and track HR Budget in accordance with our Annual Operating Plan (AOP) while working with the Finance team to ensure accurate reporting. Ensure invoices are appropriately coded and approved in accordance with the Approvals Matrix, as required. Support quarterly accrual amounts with Program Leads and Finance upon request.
• Support off-site training events in collaboration with the training, learning and development team, as required.
• Support legal and immigration activities for work authorization applications (Canada and/or US). Ensure immigration files and records are safe and secure.
• Provide administrative support to the Executive Vice President, Human Resources, including calendar management, travel arrangements and preparing expense reports.
• Upon request, prepare expense reports per Company guidelines within expense management system and obtain approval signatures for Human Resources Management team.
• Prepare for and schedule HR team meetings and/or meetings that involve Senior Executive Team members; create and distribute meeting minutes; track and follow up on deliverables, as applicable. Make reservations, food orders, and room preparation when applicable.
• Coordinate HR Team calendar activities to ensure visibility for out-of-office coverage, large company events and other applicable meetings.
• Provide general document management for HR department in accordance with department and company guidelines; carry out administrative duties such as preparing, compiling, formatting, and filing of correspondence, meeting minutes, slide decks etc.
• Maintain the utmost confidentiality and manage critical and sensitive information for senior leadership or within HR team.
• Establish and maintain positive working relationships with others (internally and externally) and conduct all behavior in a professional and customer service-oriented manner.
• Proactively review processes to develop, update or improve to maximize efficiency and effectiveness.
• Participate and support other Department projects or processes, as applicable.
• Provide vacation coverage across HR team as applicable.
• Act in accordance with Company policies, including, for example, the Code of Business Conduct and Ethics and ensure policies are understood and followed by direct reports, if any.
• Other duties as assigned.

QUALIFICATIONS:

• Either paralegal certification and experience or undergraduate degree required (Human Resources, Finance, or Psychology preferred); minimum 6+ years in a senior administrative or HR administration role.
• Highly proficient computer skills and in-depth knowledge of MS Word, Excel, Power Point, Outlook and Teams with a high technical aptitude to learn new systems quickly.
• High standard of ethics, confidentiality and diplomacy in handling of sensitive information, exercising sound judgment and maturity.
• Exceptional customer service skills; friendly and approachable demeanor with a positive “can-do” attitude (no task is too big or small!), handling requests and inquiries in a professional, diplomatic, tactful and service-driven manner.
• Outstanding organizational and time management skills with a proven ability to meet deadlines.
• Excellent verbal and written communication skills.
• Great attention to detail and advanced skills in document and presentation review and formatting and correspondence drafting; proven ability to delivery high quality and accurate work product.
• A self-starter who displays a strong desire to take initiative and a proven ability to be resourceful; identifies issues and resolves problems in a timely manner using creativity and sound judgment.
• Strong interpersonal skills by focusing on developing long-term relationships to facilitate work efforts, alignment, and collaboration.
• Flexibility to work within constantly changing priorities and being able to prioritize responsibilities accordingly to meet deadlines in a positive and calm manner.
• Experience recognizing needs, solving problems, and anticipating issues; solid analytical and creative problem-solving skills.
• Ability to work independently and as part of a team in a fast-paced environment with minimal oversight.
• Ability to work non-standard hours in special circumstances.

The base salary range for this role is $71,400 to $90,300 CAD; we will consider above this range for exceptional candidates. Base salary is determined by a combination of factors including, but not limited to, education and other qualifications, years of relevant experience, and internal equity.

Our Total Rewards program includes base salary, target bonus, and stock options, as well as a full range of benefits including medical, dental, vision, short-& long-term disability, accidental death & dismemberment, and life insurance programs, Employee Assistance Program, travel insurance, and retirement savings programs with company matching contributions.
Xenon encourages time to rest and re-charge through vacation, personal days, sick days, and an end-of-year company shutdown. Xenon highly values employee development and has an expanding Training, Learning & Development program, including a Tuition Assistance program for advanced degrees.

US positions only: Xenon Pharmaceuticals USA Inc. participates in the E-Verify program in all states in which we hire. Learn more about the E-Verify program here.
To apply for this position, click Apply Now to complete the application. We thank all applicants for their interest; however, due to the volume of applicants, only those chosen for interview will be contacted.

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