Executive Administrative Assistante

2 weeks ago

Quebec Province, Canada X-Chem Full time

**Date**:May 15, 2024

**Location**: QC, CA

**Company**:X-Chem

**Responsibilities**:
- Provide administrative and organizational support to Site Leader and local Leadership team with requests/queries, onsite activities and any special projects.Plan and coordinate special events such as Global Sales Meetings (onsite/offsite), prospective client visits, and team activities in collaboration with Executive Assistant and/or Local Leadership team.-
- Efficiently schedule meetings, manage booking of conference rooms, organize travel arrangements, request access cards, plan and coordinate catering needs and follow-up of any outstanding items for local Leadership team, executives and internal/external customers.-
- Participate in the preparation of documents and materials required for meetings, client presentations, reoccurring and ad-hoc reports & queries. Ensure the quality and accuracy of information and/or translation of documents or proof-reading of translated documents.-
- Support the Finance team with accounts payable and processing vendor invoices in the purchasing system, ensuring the correct processes are followed through to completion and assist the Finance team as needed.-
- Participate in month-end accounting activities as needed.-
- Manage access to project folders, database, software, timesheet due to resources reallocation to different projects.-
- and Offboarding activities of employees.Coordinate any social media and marketing activities with Corporate and external agency.-
- Organize and maintain site office supplies and coordinate with logistics team as needed.-
- Maintaining relationships and list of local hotels, transportation services, and entertainment while negotiating rates with preferred vendors.-
- Support the Executive Assistant with special projects and acts as a backup assistant to the CEO and Executive Committee team.**Qualifications**:
- Bachelor’s degree in administration or equivalent work experience-
- 5+ years of experience in an office setting providing administrative support to leadership team, executive-level leaders experience in a global organization would be an asset.-
- Bilingual (English and French, C1/C2 level).-
- Exceptional organizational and time-management skills, with close attention to detail-
- Strong written and verbal communication abilities in both languages.-
- Proficient in MS Office Suite (Outlook, Word, Excel, Power Point), SharePoint, Teams, ERP/Netsuite (Oracle) and other relevant software.-
- Ability to multitask and prioritize in a fast-paced environment.-
- High level of professionalism and interpersonal skills.-
- Discretion and confidentiality are essential.- Ability to adapt quickly

The company works on the discovery of small molecule therapeutic agents for drug research with colleagues and partners outside Quebec with whom interaction is constant. Accordingly, knowledge of English is required for this position.

Knowledge of French is required for positions permanently located in Quebec so incumbents can communicate with their colleagues and suppliers in Quebec as necessary. French-language training will be offered to all incombents in permanent positions in Quebec who do not have a good knowledge of French.

**What are the benefits joining us?**

We are focused on the development and career progression of our people to reach their full potential through workshops, training courses and mentor guidance. X-Chem offers competitive compensation (salary and performance incentive) and interesting benefits package. Benefits we offer include: Medical, Dental, STD/LTD and Life Insurance, Retirement Plan with employer match; paid vacations starting at 3 weeks plus paid Christmas shutdown; casual dress, vision care including prescription safety glasses, training sessions and workshops, social hours and team-building company events.

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