Administrative Officer/Executive Assistant

Toronto, Ontario, Canada

Full-time

Cosm Medical is a Toronto-based medical device company. Our goal is to transform the way pelvic floor disorders are treated thanks to 3D printing, AI and cloud software, and Personalize Pelvic Health. Pelvic floor disorders, including pelvic organ prolapse, urinary and fecal incontinence, drastically decrease quality of life. These disorders are common (affects 1 in 4 adult women), growing (affects half of all women by 80 years of age) and underserved (stigmatized and traditionally low priority vs. other health concerns). The current non-surgical treatment for pelvic organ prolapse is the use of pessaries, which are intravaginal inserts that come in 100+ different sizes and shapes and are fit by trial and error, resulting in a relatively low success rate.

Cosm is commercializing the world’s first personalized pessary, Gynethotics™, or made-to-measure gynecological orthotics, improving patient satisfaction and outcomes compared to off-the-shelf devices, alongside a software platform to streamline the pessary practice.

Join our mission to Personalize Pelvic Health!

Role Summary

We are seeking a highly organized administrative professional. The Administrative Officer/Executive Assistant position acts as a facilitator and resource for the company team leads, including CEO and Operations Lead. This individual is experienced in supporting regular office operations for a fast-paced company. He/she is expected to collaborate and liaise with stakeholders within the company on operations matters, including Sales, Marketing, Engineering, Clinical Applications, Manufacturing, Purchasing, Finance, Regulatory Affairs, and Quality Assurance.

We are looking for an Administrative Officer/Executive Assistant who will play a critical role in helping Cosm scale through the next phase of its growth.

This is a high-impact, hands-on position well-suited for someone who thrives in a fast-paced startup environment, is highly organized, and wants to make a difference in health innovation.

Job Description

Responsibilities:

General office administration

Serve as liaison with technical support staff for office equipment.
Manage the office space, supplies, and equipment, handle mail and deliveries, and maintain a tidy and organized workspace.
Coordinate workspace logistics (office supplies, seating plans, building access).
Support internal communications (e.g., welcome messages, org updates).
Assist in maintaining IT infrastructure within Cosm.
Track company budget and facilitate financial transactions as directed by immediate manager.

Executive support

Manage the CEO’s calendar, meetings/events and travel arrangements.
Schedule meetings, manage calendars, and provide logistical support for the leadership team.

Human Resources support

Provide administrative and clerical support for employee recruitment and onboarding of new employees.
Support onboarding/offboarding logistics, checklists, and document updates.
Maintain HR documentation (employment letters, contracts, training logs).

Vendor management

Assist with onboarding new vendors, tracking contracts and related documentation, and manage invoicing and payment workflows.
Maintain facilities and office supply budget and oversee other expenses necessary to the day-to-day administrative operations.

Communication and coordination

Act as a point of contact for internal and external communications, coordinating travel arrangements, and assisting with event planning.
Prepare correspondence and other internal communication.

Project support

Assist with project coordination, data entry, and document management, particularly related to product development or regulatory compliance.
Support customer support, clinical, and regulatory admin needs (e.g., tracking logs, user forms, onboarding, returns, contracts).
Organize and schedule company meetings, events, and activities.
May spend time coordinating functional administrative activities which support regulatory submissions, regulatory meetings, customer demos, customer visits, conference preparation, etc.
Maintain central repositories of project files, SOPs, HR policies, and templates.

Grant Management

Manage public funding applications and reporting (OCI, NGen, IRAP, NSERC, SR&ED, wage subsidies).
Own grant calendars and ensure timely delivery of documentation and milestones.
Coordinate with collaborators, partners, and technical leads for multi-stakeholder project deliverables and reporting.
Track budgets and forecast resource needs for ongoing funded projects.
Create project summaries, milestone charts, and reports for funders, auditors, and leadership.

Other Duties

Perform other duties and projects consistent with the job classification, as required.

Qualifications and Skills:

At minimum, a high school diploma plus 3-5+ years administrative experience supporting diverse teams at different levels in a business environment; administrative experience in the medical device industry is preferred.
Previous on-the-job computer, database and spreadsheet software experience required; experience in a Microsoft Office (Outlook, Word, PowerPoint, and Excel) environment required.
Experience working in a start-up or medical device environment is an asset.
Ability to work well under pressure, prioritize and multi-task within a fast-paced environment.
Excellent verbal and written communication skills required.
Knowledge of general office practices, procedures and standards required.
Ability to work both independently and as part of a team.
Experience with customer support.
Demonstrated organizational skills with attention to detail and time management skills.
Adaptability, flexibility, diplomacy and tact.

Why Join Cosm Medical?

Be at the forefront of personalized healthcare innovation.
Work in a collaborative, high-impact startup environment.
Gain experience in marketing, medical device product management, and quality processes.
Located in Toronto’s leading HealthTech hub (MaRS Discovery District) with access to top-tier innovation resources.

Applications will only be considered from candidates eligible to work in Canada without sponsorship.

If you are interested in this position and can demonstrate that you meet the requirements defined in the job description, please email your resume to ops@cosm.care. Please include the job title you are applying for in the subject line of the email.

Only those candidates selected for interviews will be contacted.

COSM is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other characteristic protected by law.

To apply, please send an email to ops@cosm.care. Please include the title of the position you are applying to in the subject line and attach your resume.