Bilingual Administrative Assistant

**JOB TYPE**: Permanent full-time

**INDUSTRY**: Pharmaceutical

**LOCATION**: Montreal, QC **WEST ISLAND**

**IMPORTANT | WORK MODEL**:

- Hybrid work model - 2 days in the office, 3 days remote and flex hours
- Please note that this is NOT a remote position.

**WHAT OUR CLIENT IS OFFERING**:

- Competitive salary;
- Group insurance benefits;
- Retirement savings plan;

Our client is currently looking for a qualified bilingual Administrative Assistant - Market Access & Finance and Business Operations to join the Market Access and Finance and Business operations team. The incumbent will report to the Senior Director, Market Access.

**Your Position**:
The Administrative Assistant for the Market Access and the Finance and Business Operations departments is responsible for providing administrative support to two (2) senior directors and their respective departments. This role is a valuable partner to both Senior Directors to help ensure tight following of established policies and procedures; timely management of contracting and budgeting processes, detailed oversite of corporate sponsorship committee procedures; as well as implementing efficiencies within the overall functioning of the departments. This role is expected to work independently; while also partnering with all team members to ensure all deadlines are met and policies/procedures are followed.

Administrative support to the Senior Director of Market Access and the market access department (40%)
Daily management of the Senior Director’s calendar to avoid duplication and facilitate prioritization of appointments
Complete registrations and request payments for conferences, memberships, congresses for department staff
Organize business/training travels (flights, hotel, train or car reservations, prepare registrations, etc.)
Organize meetings, orders food and beverage whenever necessary, prepares agenda and produces minutes (coordinates meetings, videoconferences, conference calls, lunch meetings, meetings at hotels, etc.)
Organize venue of visitors (hotel reservations, transportation, individual meetings with employees, etc.) and liaise with guests
Coordinate business lunches
Provide support for presentations, developing and/or formatting, document translations, proofreading and editing
Proactively manage department’s section on company’s intranet site, ensuring information always remains relevant and timely
Produce general internal correspondence
Request office supplies for department
Ensure management and archiving of files and documents
Replace receptionist when needed
Collaborate with legal on contract preparation
Track the department’s expenses, including events’ associated costs (congresses, sponsorships, etc.); prepare and manage purchase orders & monthly accruals
Produce expense reports in Concur for the Senior Director’s personal expenses

Administrative and documentation support to the corporate sponsorship committee (10%)
Provide support to the chair of the committee
Lead the organization, schedule meetings, prepare agenda and produces the minutes of the bi-weekly corporate sponsorship committee
Document approval process as per internal sponsorship SOP
Track the corporate sponsorship budget, spends, POs, invoices, payments and accruals.

Administrative support to the Finance and Business Operations department members (50%)

Contracting/Budgeting

Timely and effective management of the entire contracting process with team members, vendors and Canada legal to ensure the generation of fully compliant contracts with vendors.
Tight oversight, preparation and management of the purchase orders for all department activities; including but not limited to: assign appropriate GL Accounts and Cost Centres; execute goods receipt in system, following invoicing for all associated POs
Precise tracking and timely submission of all accruals for all of department’s activities
Support the team’s directors with budget management as required (monthly tracking, preparation of budgets templates, quarterly estimate templates, etc..)
Support all team members with the generation, management and tracking of PAFs (Project Approval Forms) as required

Meeting Management & Travel

Proactive and timely completion of all registrations and request payments for conferences, memberships, congresses for all department staff
Efficient organization of business/training travels (flights, hotel, train or car reservations, prepare registrations, etc.)
Lead the organization of team/department meetings, team building activities, order food and beverage whenever necessary, prepares agenda and produces minutes (coordinates meetings, videoconferences, conference calls, lunch meetings, meetings at hotels, etc.)
Organize venue of visitors (hotel reservations, transportation, individual meetings with employees, etc.) and liaise with guests
Coordinate business lunches

General Support

Proactively manage department’s section on company’s intranet site, ensuring informatio