Executive Administrative Assistant

Job Summary

This position organizes and provides essential services, delivering the professional business and administrative support needs of the Vice President and General Manager, and members of the Site Leadership Team.

Job Responsibilities

• Manages executive administration, including incoming/outgoing correspondence, faxes, emails, telephone calls, Outlook calendar, business contacts, confidential files and ensuring requests are properly prioritized for the Vice President and General Manager
• Provide executive business support though developing business presentations and documents for internal and external presentations for the site leadership team, including Site Metrics and Performance, Project Status Summary, agenda and meeting decks and consolidating content for the APOtv, API Portal and other channels.
• Prepare Contracts/Agreements as required by the Vice President and General and record and maintain contracts/agreements files in Ariba.
• Provides administrative support to key members of the Site Leadership team on an as needed basis, for example prepares and process requisitions for departmental office supplies, periodicals, subscriptions, training; scheduling interviews, meetings, New Employee Orientation, etc.
• Leads planning and coordination for site functions, including town halls, round tables, department meetings, social events (eg. Tree Planting, Social events, Service Awards, Innovation Day), and other site functions ensuring timely follow-up on action items, participating in vendor negotiations and selection, creating communications, arranging catering etc.
• Coordinate executive and visitor travel arrangements, including the preparation of VISA and Passport applications, and reconciling expenses, receipts and invoices, collaborating with finance.
• To coordinate external community and government requests with the Vice President and General Manager & Site Leadership Team. When directed, to coordinate the involvement of the Apotex Global Communications group to prepare external communications to be issued under the Vice President and General Manager's or designate' s signature
• Works in a safe manner collaborating as a team member to achieve all outcomes.
• Demonstrate Behaviours that exhibit our organizational Values: Collaboration, Courage, Perseverance, and Passion.
• Ensure personal adherence with all compliance programs including the Global Business Ethics and Compliance Program, Global Quality policies and procedures, Safety and Environment policies, and HR policies.
• All other relevant duties as assigned.

Job Requirements

• Education
  • High school diploma a minimum requirement. A university bachelor degree in business or communications or a community college diploma in business or communications is advantageous.
• Knowledge, Skills and Abilities
  • Strong communication and organizational skills.
  • Professional business presentation skills in PowerPoint and other media formats
  • Fluency with standard computer operating systems and applications (Microsoft® Office Suite)
  • The ability to work independently or as a member of a team.
  • The willingness to upgrade knowledge/education as required
• Experience
  • Previous executive administrative experience is desired