Executive Assistant & Office Manager

Executive Assistant & Office Manager

This job posting is for an existing vacancy in the organization

Job Description

Reporting to the General Manager for Biogen Canada this is an in-office role providing:

• Executive level support to the GM and supports Canadian Leadership team initiatives.

• Manages coordinates andmaintainsall office administration and proceduresin ordertoensure organizational effectiveness efficiency and safety.

• Managesuperviseandmonitorthe work of commercial coordinators.

The successful candidate will have the ability to interact with employees at all levels of the organization in a fast-paced environment and often with competing timelinesondeliverables. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision.Wellorganized flexible and enjoys the administrative challenges of supporting an office of diverse people. This position requires a professional demeanor sense of urgencyresultsoriented and the ability to keep sensitive material and/or conversations strictly confidential. Expert level written and verbal communication skills strong decision-makingabilityand attention to detail are equally important.

Responsibilities:

Executive GM Support

• Calendar: review/prioritize meeting invitations schedule meetingsandmaintaincountry distribution lists.

• Team meetings/off-sites: prepare agenda meetingminutetaking coordinate catering equipment andlogisticsas.

• Tracking GM budget and manage purchase Order life cycle including initiation processing trackingreceivingand budget accruals.

• Contract managementutilizingDetermine in conjunction with the Finance and procurement teams.

• Initiate travel arrangements (both domestic and international) for GM to their preferences and prepare detailed travel and meeting itineraries; proactively troubleshoot any issues.

• Expense claim reporting including complex internationaltravel relatedtransactions.
  

Office Administration

• Serves as a team lead for all the coordinators setsgoalsand aligns the teams work with demands from various teams customers and stakeholders.

Administrative Duties

• Oversee coordinate and manage daily office activities and operations across departments to balance coordinator workloads and gap coverage.

• Oversee & manage office operations suppliesstationaryincomingand outgoing communication including emails phone calls mail and couriers.

• Coordinate internally and externally to schedule virtual meetings and prepare the space for in-person meetings.

• Assistwith onboarding and offboarding employees including but not limited to updatingorg charts and DLs benefits administration etc.

• Lead and support the vendor management processes whichinvolvesummarizing data finding trends and evaluating and reconciling reports among other things.

• Special project coordination and execution as needed.
  

Office Space Management

• Maintain a clean organized and welcoming office environment.

• Managerelationshipswith building management and general contractors for maintenance and repairs.

• Manage office supplies business cards equipment beverages and snacks ensuring adequate stock levels.

Event Coordination

• Coordinate and host office events and meetings ensuring that logistical details for events are well-organized and executed.

• Purchase meals groceries and/or drinks for events as needed.
  

Team Support

• Opening and closing of POs

• Invoice Validation

• Budget tracking/management

• Veeva

• Enter and Store vendor contracts on Determine contract database.
  

ParticipateonorLead Joint Health and Safety Committee

Perform company business in compliance with relevant regulations companypoliciesand procedures.

All other dutiesare.

Qualifications

Education

• High School education or equivalent; college diploma or bachelors degree in business administration (or related field) is preferred (or equivalent for studies obtained outside of Canada)

Experience including# of years

• Minimum of 3-5 yearsofexecutive support or related experience. Experience in biotechnology/pharmaceutical industrypreferred.
  

Skills

• Proficient computer skills with the Microsoft suite of products primarily Word Excel PowerPoint Visio

• Digital literacy and ability to learn and use multiple in-house systems withproficiency.

• Supervisory/people management experience a strong asset.

• Demonstrated ability to work independently as well as with team and cross-functional partners characterized by proactivity and a continuous improvement mindset.

• Ability to multi-task work with competing priorities and initiate follow ups ona timelybasis whilemaintainingrelevant details

• Strong detail orientation and strong problem-solving capabilities

• Strong written and verbal communication skills; fluent in spoken and written English with French an asset.

• Flexibility professionalism responsiveness confidentiality and discretion are critical for success in this role.

• Experience with customer event management and conferences an asset

• Ability to work across multiple digital platforms and early adoption of new systems/applications.