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Executive Assistant

3 months ago

Montreal, Canada Groupe PARIMA Full time

French will follow


Groupe PARIMA is a Contract Development and Manufacturing Organization (CDMO), established in 1994. For over 30 years, we have developed expertise in the development and manufacturing of non-sterile liquids, suspensions and semi-solid drug products.


Executive Assistant

We are seeking a highly organized and experienced Executive Assistant to provide comprehensive support to the CEO. The ideal candidate will be a dynamic and proactive individual with excellent communication skills, exceptional attention to detail, and the ability to thrive in a fast-paced environment. The Executive Assistant will play a crucial role in ensuring the efficient operation of the CEO's office and supporting the CEO in managing daily responsibilities and business development activities around the globe.


Responsibilities:

Executive Support:

  • Manage the CEO's schedule, appointments, and meetings.
  • Coordinate and prioritize commitments, ensuring optimal use of the CEO's time.
  • Draft and edit correspondence, emails, and other communications on behalf of the CEO.
  • Prepare travel itineraries and ensure all necessary arrangements are in place.
  • Arrange domestic and international travel, including flights, accommodations, and transportation for the leadership team, and provide support while abroad.
  • Organize and coordinate meetings, conferences, and events.
  • Prepare agendas, attend meetings, and document minutes as necessary.
  • Manage and maintain confidential information with discretion.
  • Conduct research and compile data to support decision-making.
  • Prepare and edit reports, presentations, and other documents for the CEO.
  • Assist the CEO in prioritizing tasks and managing deadlines related to business development initiatives.
  • Proactively address challenges and contribute to problem-solving.
  • Compile and file all travel and other expense reports.


Business Development Support:

  • Collaborate closely with the CEO in the execution of business development strategies.
  • Assist in the preparation of business proposals, presentations, and other materials for client meetings and negotiations.
  • Prepare and review business contracts, agreements, quotations, and other legal documents.
  • Act as a liaison between the CEO and clients, ensuring seamless communication and a high level of client satisfaction.
  • Coordinate client meetings, prepare meeting agendas, and follow up on action items.
  • Greet clients and support their travel arrangements when visiting our site.
  • Conduct market research and analysis to identify potential business opportunities and industry trends.
  • Maintain social media accounts and website.
  • Greet clients and support their travel arrangements when visiting our site.
  • Prepare summaries and reports to inform strategic decision-making.
  • Assist in coordinating business development projects, ensuring timelines and deliverables are met.
  • Collaborate with internal teams to facilitate effective project execution.
  • Prepare bios and background information for meeting attendees, ensuring the CEO is well-informed for client interactions.
  • Facilitate trade show meetings, including scheduling, preparation of materials, and coordinating logistics to maximize business opportunities.
  • Assist in generating new leads through research, outreach, and collaboration with the sales and marketing teams.


Competencies and experience required:

  • DEC or Bachelor's degree in Business Administration, Marketing, or a related field.
  • Impeccable written English spelling, syntax, and grammar.
  • Intermediate level French (or better).
  • Proven experience as an executive assistant or in a role with a focus on business development support.
  • Strong business acumen and understanding of the pharmaceutical or biotechnology industries.
  • Excellent organizational, analytical, and communication skills.
  • Proficiency in Microsoft Office Suite, Saleforce, and other relevant software.
  • Ability to handle confidential and sensitive business information with discretion.


What we offer:

  • Hybrid work possible (after onboarding)
  • Medical, dental and travel insurance
  • Group pension plan
  • Recognition program and social activities
  • Personal leave
  • Employee support program and telemedicine
  • Free beverages (hot chocolate, coffee, mochaccino)
  • Accessibility by public transit or free parking
  • Referral program
  • Subsidized meal service


**************************************************

Groupe PARIMA est une société œuvrant dans le développement et la fabrication en sous-traitance depuis 1994. Au cours des années, nous avons acquis une expertise dans le développement de produits pharmaceutiques non stériles sous forme liquide, semi-solide ou en suspension.


Adjoint(e) Exécutif

Nous recherchons un(e) adjointe(e) exécutive hautement organisé(e) et expérimenté(e) pour fournir un soutien complet au Président Directeur Général (PDG). Le(a) candidat(e) idéal(e) sera une personne dynamique et proactive avec d'excellentes compétences en communication, une attention exceptionnelle aux détails et la capacité à prospérer dans un environnement rapide. L’adjointe(e) exécutive jouera un rôle crucial pour assurer le bon fonctionnement du bureau du PDG et soutenir ce dernier dans la gestion de ses responsabilités quotidiennes et des activités de développement des affaires à l'échelle mondiale.


Responsabilités:

Soutien exécutif :

  • Gérer l'agenda, les rendez-vous et les réunions du PDG.
  • Coordonner et prioriser les engagements, en veillant à une utilisation optimale du temps du PDG.
  • Rédiger et éditer la correspondance, les courriels et autres communications au nom du PDG.
  • Préparer les itinéraires de voyage et veiller à ce que toutes les dispositions nécessaires soient en place.
  • Organiser les déplacements nationaux et internationaux, y compris les vols, l'hébergement et le transport pour l'équipe de direction, et fournir un soutien à l'étranger.
  • Organiser et coordonner les réunions, conférences et événements.
  • Préparer les ordres du jour, assister aux réunions et documenter les procès-verbaux au besoin.
  • Gérer et maintenir des informations confidentielles avec discrétion.
  • Effectuer des recherches et compiler des données pour étayer la prise de décision.
  • Préparer et éditer des rapports, des présentations et d'autres documents pour le PDG.
  • Aider le PDG à hiérarchiser les tâches et à respecter les délais liés aux initiatives de développement commercial.
  • Anticiper les défis et contribuer à la résolution de problèmes.
  • Compiler et classer tous les rapports de dépenses de voyage et autres.


Soutien au développement commercial :

  • Collaborer étroitement avec le PDG dans l'exécution des stratégies de développement commercial.
  • Assister à la préparation de propositions commerciales, de présentations et d'autres documents pour les réunions et les négociations avec les clients.
  • Préparer et examiner des contrats commerciaux, des accords, des devis et d'autres documents juridiques.
  • Agir en tant que liaison entre le PDG et les clients, assurant une communication fluide et un niveau élevé de satisfaction client.
  • Coordonner les réunions avec les clients, préparer les ordres du jour et suivre les actions à entreprendre.
  • Accueillir les clients et soutenir leurs arrangements de voyage lorsqu'ils visitent notre site.
  • Effectuer des recherches et des analyses de marché pour identifier des opportunités commerciales potentielles et des tendances sectorielles.
  • Préparer des résumés et des rapports pour éclairer la prise de décisions stratégiques.
  • Tenir à jour les comptes de réseaux sociaux et le site web.
  • Aider à coordonner les projets de développement commercial, en veillant au respect des délais et des livrables.
  • Collaborer avec les équipes internes pour faciliter l'exécution efficace des projets.
  • Préparer des biographies et des informations de fond pour les participants aux réunions, assurant que le PDG est bien informé pour les interactions avec les clients.
  • Faciliter les réunions lors de salons professionnels, y compris la planification, la préparation des documents et la coordination logistique pour maximiser les opportunités commerciales.
  • Aider à générer de nouveaux prospects par la recherche, la prospection et la collaboration avec les équipes de vente et de marketing.


Compétences et expériences recherchées:

  • DEC ou diplôme de baccalauréat en administration des affaires, en marketing ou dans un domaine connexe.
  • Maîtrise irréprochable de l'anglais écrit en orthographe, syntaxe et grammaire.
  • Niveau intermédiaire en français (ou mieux).
  • Expérience avérée en tant qu'assistant(e) de direction ou dans un rôle axé sur le soutien au développement commercial.
  • Solide sens des affaires et compréhension des industries pharmaceutique ou biotechnologique.
  • Excellentes compétences organisationnelles, analytiques et de communication.
  • Maîtrise de la suite Microsoft Office, Salesforce et d'autres logiciels pertinents.
  • Capacité à traiter des informations professionnelles confidentielles avec discrétion.