Executive Administrator, Global R&d

About Apotex Inc.

Job Summary

Represents the executive office of Global Research and Developent, by providing the primary senior administrative support to the EVP, Global Research and Development in a fast paced environment. This role acts as the liaison between members of the management team as well as significant interface with internal customers and external stakeholders. Responsible for providing all administrative, coordination, and support services to allow the EVP to function in an extremely efficient manner. The EA also independently completes assigned non-routine tasks to meet goals and operates in a team environment. Level of support requires an understanding of the EVP day-to-day needs, an exceptional commitment to customer service and the ability to communicate and work effectively with the organization.

Job Responsibilities
Takes a leadership role in representing the EVP, Global Research and Development as Executive Administrator.
Serves as a senior administrative resource to the Global Research and Development Leadership members; developing and enhancing relationships to understand both their short and long term requirements.
Supports Human Resources with relevant activities.
Manage EVP travel and calendar(s), including booking and planning meetings/teleconference calls with internal and external stakeholders.
Accountable for meeting agendas, tracking departmental deliverables and delivering all reporting requirements to meet assigned delivery times. Actively participates in these meetings and provides input.
Prepares presentations for all internal management meetings.
Organizes incoming information and keep abreast of all priorities and events.
Prepares, reconciles and ensures timely processing of monthly expense reports
Monitor and follow up on approvals and project deadlines.
Maintain well organized electronic filing system.
Screens incoming telephone calls and troubleshoots internal and external customer issues.
Ensure adherence to guidelines safeguarding confidentiality on sensitive business matters.
Audit documentation for accuracy (i.e.) Request for Hire, Space Allocation form, and ensures forwarded to appropriate individuals for subsequent processing.
Respond to internal and external requests for information from the Global Research and Development office.
Perform additional related duties as assigned that support the Global Research and Development Vision/Mission.
Coordinate and maintain confidential review documentation of direct reports including short-term incentive programs, sales incentives and compensation and annual reviews.
Prepare and ensures timely submission of forms relating to pay and personnel information changes as directed by the EVP, Global Research and Development.
Serve as back up support to the EA for the SVP, Regulatory Affairs.
Help maintain corporate culture and set high quality standards with respect to both work and positive attitude.
Works in a safe manner collaborating as a team member to achieve all outcomes.

**Demonstrate Behaviours that exhibit our organizational Values**: Collaboration, Courage, Perseverance, and Passion.
Ensure personal adherence with all compliance programs including the Global Business Ethics and Compliance Program, Global Quality policies and procedures, Safety and Environment policies, and HR policies
All other relevant duties as assigned.

Job Requirements
Education
Minimum secondary school graduate, post-secondary education in Office Administration an asset.
Knowledge, Skills and Abilities
High level of organizational/time management skills with excellent attention to detail.
PC Proficiency and advanced skills in PowerPoint and other visual presentation software.
Excellent communication skills, both verbal and written.
Professionalism, maturity, and discretion.
Demonstrated ability to handle multiple priorities in a fast paced environment.
Demonstrated initiative, self-motivation, and planning skills.
Ability to work independently.
Strong interpersonal skills and the ability to deal with people at different levels in the organization.
Excellent customer service.
Experience
5+ years of experience as an executive assistant.

At Apotex, we are committed to fostering an inclusive, accessible work environment, where all employees feel valued, respected and supported.

Apotex offers accommodation for applicants with disabilities as part of its recruitment process. If you are contacted to arrange for an interview or testing, please advise us if you require an accommodation.