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Administrative Assistant

2 weeks ago

Montréal, Canada Lundbeck Full time

We are currently looking for a qualified
**Administrative Assistant - Market Access & Finance and Business Operations** to join the Lundbeck Canada Market Access and Finance and Business operations team. This position is permanent full-time located at our Ville Saint-Laurent head-office
**.** 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 from outside Lu-Can (hotel reservations, transportation, individual meetings with Lu-Can 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 our 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 Centers; 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 from outside Lu-Can (hotel reservations, transportation, individual meetings with Lu-Can employees, etc.) and liaise with guests
- Coordinate business lunches

**General Support**
- Proactively manage department’s section on company’s intranet site, ensuring information always remains relevant and timely
- Provide support for presentations, developing and/or formatting, document translations, proofreading