Executive Assistant

2 months ago

Mississauga, Canada AstraZeneca Full time

**Executive Assistant-** **VP Scientific Affairs & VP Corporate Affairs***

**Hybrid Work
- 3 days/week at our Mississauga, ON office**

At AstraZeneca, we pride ourselves on crafting a collaborative culture that champions knowledge-sharing, ambitious thinking and innovation - ultimately providing employees with the opportunity to work across teams, functions and even the globe.

Recognizing the importance of individualized flexibility, our ways of working allow employees to balance personal and work commitments while ensuring we continue to create a strong culture of collaboration and teamwork by engaging face-to-face in our offices 3 days a week. Our head office and BlueSky Hub in downtown Toronto are purposely designed with collaboration in mind, providing space where teams can come together to strategize, brainstorm and connect on key projects.

Our dedication to sustainability is also central to our culture and part of what makes AstraZeneca a great place to work. We know the health of people, the planet and our business are interconnected which is why we’re taking ambitious action to tackle some of the biggest challenges of our time, from climate change to access to healthcare and disease prevention.

**What You'll Be Doing**
- Scheduling complex internal (global/local) and external meetings.
- Support “Leaders as Ambassadors” schedule coordination on behalf of Corporate Affairs
- Budget Management for Scientific Affairs - Raising POs and managing invoices, including managing payments and vendors. Managing monthly and quarterly budget meetings/reviews with Finance including the coordination of headcount planning
- Making travel arrangements for local and overseas trips and ensuring T&E policy compliance
- Organizing departmental meetings, agendas, minutes including the planning and coordination of any functional offsites
- Prepare and process expense reports for both Vice Presidents
- Set up Scientific Affairs & Corporate Affairs Leadership Team meetings and participate where required
- Ensure Compliance reporting deadlines for the office of the VP, Scientific Affairs and VP Corporate Affairs are met.
- Prepare consolidated headcount spreadsheets for both functions., including organizational charts and monitor new positions being filled throughout year against agreed upon headcount budget.
- Assist in the management and participate in the development of departmental cost centre budgets to ensure the budget reports are clear, accurate and timely. Provide support to the VPs and Direct Reports to ensure all financial reporting and budgeting deadlines are met.
- Responsible logístical onboarding of all new staff and oversee any office space or logístical matters.
- Ensure compliance with AstraZeneca Code of Conduct and company policies and procedures relating to people, finance, technology, security and SHE (Safety, Health and Environment)

**Basic Qualifications**
- Minimum 5 years work experience administratively supporting an executive with several years experience interacting with senior level personnel.
- Demonstrated good judgment and professionalism to handle sensitive and confidential information on behalf of both the office of the Vice-President, Scientific Affairs & Vice-President Corporate Affairs.
- Knowledge of overall Scientific Affairs or Corporate Affairs function an asset.
- Strong organizational and communication skills, both verbal and written.
- Ability to drive projects through to completion while being diplomatic and maintaining good relationships.
- Ability to work independently with minimum supervision and be confident self-starter.
- Superior organizational and time management skills with the ability to manage multiple priorities.
- Proficient on the MS Office suite with advanced skills in MS Word, Excel, PowerPoint, and Outlook etc.

**Great People want to Work with us Find out why**:

- GTAA Top Employer Award for 9 years
- Learn about our culture
- Learn more about working with us in Canada
- View our YouTube channel

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