Office Administrator

2 weeks ago

Vaughan, Canada True North HR Consulting Full time

Chiesi Group is a research-focused international Group able to develop and commercialize innovative pharmaceutical solutions to improve the quality of human life. We wish to maintain a high-quality entrepreneurial team characterized by self-confidence and a collaborative spirit. Chiesi is the largest global pharmaceutical group awarded B Corp Certification, recognizing high social and environmental standards. It’s an achievement to be proud of, yet it feels natural. Caring for others is at the root of health science and has always been at the core of our work.

At Chiesi, we firmly believe that our people are our most valuable asset. Therefore, we will continually strive to support and satisfy development needs, paying particular attention to the quality of our working environment and collective well-being. We intend to maintain a high-quality entrepreneurial team characterized by a spirit of cooperation and self-confidence. Our goal is to combine a commitment to results and integrity while operating responsibly from a social and environmental point of view.

Chiesi Canada has an opening for an **Office Administrator**, **reporting to the Head/Senior VP & Manager, Office Management.

You will be responsible for providing executive support, performing administrative duties, and involvement in the planning and supporting of the overall office environment. Additionally, this position entails supporting special projects in all matters related to the Canadian office's Head and other department requests.

**This role is based in our office in Vaughan, ON**

**Responsibilities for this position include**:
**Administration support to the Head/Senior Vice President**:

- Provide an expert level of executive and administrative support
- Prepare correspondence, presentations, and reports
- Maintain accurate electronic and hard copy files
- Manage calendar and travel, including prioritizing meetings, conferences, and processing of expenses
- Engage and coordinate logistics with external parties
- Coordinate regular internal meetings, including scheduling, logistics, preparing meeting materials and handouts, attending meetings, and taking minutes
- Manage inquiries directed to the Head; triage/prioritize and delegate as appropriate
- Liaise on behalf of the Head and assist with international meeting preparation
- Anticipate and respond to the needs and requirements of the Head to ensure organizational effectiveness
- Support as needed and perform other duties as requested from time to time

**Administration support to management personnel**:

- Assist management personnel with researching travel, hotel, and reservations
- Assist with preparing and submitting expense reports
- Coordinate meeting room reservations

**Office administration support**:

- Answer and direct phone calls
- Coordinate incoming and outgoing mail, faxes, and courier correspondence
- Develop and implement administrative systems and procedures
- Establish and maintain Operations tools and procedures, including distribution lists, management, and team meetings
- Ensure records are maintained as prescribed by company guidelines and industry regulations
- Assist in budget preparation and other finance-related activities, including reviewing and submitting invoices for accounts payable
- Oversee facilities services, procure office and kitchen supplies, maintain general tidiness of kitchen area, maintenance and repair machinery, equipment, and mechanical systems
- Prepare contract renewals, coordinate archival of business contracts, and maintain a tracker of relevant details
- Coordinate and plan functions/company celebrations/special events and similar activities
- Provide support to the Management Team, including distribution, agenda, and meeting management
- Support Human Resources Consultant with employee relations requests/documentation etc.
- Assist with ad hoc research projects and oversee and engage in day-to-day operations
- Ensure projects are supported and completed from start to finish, engaging management when appropriate
- Keep abreast of all organizational changes and business developments
- Ensure the smooth and adequate flow of information to the Canadian team
- Performs all other duties as assigned
- Post-secondary education in office administration or a relevant field would be considered a strong asset
- A minimum of 3 years of experience working as a Personal Assistant, Executive Assistant, Administrative Assistant, or Office Admin Assistant
- Experience with providing executive-level support
- Ability to act with integrity, professionalism, and confidentiality
- Ability to work independently, prioritize and perform duties with precision
- Attention to detail and problem-solving skills
- Demonstrated writing, proofreading, and editing skills
- You have a strong work ethic, and you thrive on challenges
- Strong time-management abilities and self-motivation to work independently in a high-volume work environment
- Demonstrated ability

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