Administrative Assistant

2 weeks ago


Mississauga, Canada Alexion Pharmaceuticals,Inc. Full time

Location: Mississauga, Canada

Job reference: R-183638

Date posted: 10/30/2023

When we put unexpected teams in the same room, we unleash bold thinking with the power to inspire life-changing medicines. In-person working gives us the platform to connect, work at pace and challenge perceptions. That’s why we work, on average, a minimum of three days per week from the office (near QEW and Cawthra in Mississauga). But that doesn’t mean we’re not flexible. We balance the expectation of being in the office while respecting individual flexibility. Join us in our unique and ambitious world.

**This is what you will do**:
We are currently recruiting an Administrative Assistant to provide support to the Vice President, Development, Productivity & Quality. The Administrative Assistant performs avariety of administrative activities in support of Senior Leader(s) and functional areas. This individual maintains and modifies Senior Leaders schedule and manages travel and meeting logistics. This individual gathers, collects, and tracks information within the functional area/team. May handle special projects and execute research and data analysis tasks. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Handles details of a highly confidential and critical nature.

**You will be responsible for**:

- Scheduling meetings, managing inbox and managing calendars using MS Outlook including the use of meeting technologies such MS Teams etc.
- Handling day to day administrative responsibilities.
- Preparing complex, ever changing international and domestic travel arrangements; including booking flights, accommodation, car service, arranging meetings and preparation of itineraries
- Managing files and team collaboration sites including managing access lists, directories and basic assistance with the usage of collaboration locations.
- Liaising with senior level executives and their staff to coordinate activities and meetings around the globe
- Handling extremely confidential and proprietary information with utmost discretion
- Acting as gatekeeper, screening phone calls, responding or delegating to insure timely response
- Coordinating both small and large meetings, conference calls and global video conferences including advanced preparation of materials and audio/visual facilities
- Processing invoices and expenses ensuring all are paid on time while adhering to strict compliance guidelines, play a key role in budget tracking
- Willingness to learn and adapt to changing technology. Partnering with information technology on continuous improvement initiatives. Eager to lead the adoption of new technologies and help ensure their successful utilization. Open and manage Purchase Orders in SAP
- Mailing, tracking and documenting confidential documents
- Responsible for filing, copying and scanning
- From time to time supplemet other Administrative Assistant and Senior Leaders such VP Development Operations etc.
- Other duties as assigned

**You will need to have**:

- Prior experience supporting C-level Executive or Sr. Business Leader within an organization
- Technically proficient with common tools used in executing job functions
- Ability to learn and adapt to evolving technologies allowing executives to be productive from any location
- Highly proactive and willing to take initiative
- Ability to maintain confidentiality
- Strong relationship building skills - with peers and administrative teams
- Mature and must remain composed while multi-tasking under pressure
- Ability to prioritize, identify problems and seek solutions
- The duties of this role are generally conducted in an office environment. As is typical of an office-based role, employees must be able, with or without an accommodation to: use a computer; engage in communications via phone, video, and electronic messaging; engage in problem solving and non-linear thought, analysis, and dialogue; collaborate with others; maintain general availability during standard business hours.



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