Executive Assistant

Executive Assistant

About Apotex Inc.

Apotex is a Canadian-based global health company. We improve everyday access to affordable, innovative medicines and health products for millions of people worldwide, with a broad portfolio of generic, biosimilar, innovative branded pharmaceuticals and consumer health products. Headquartered in Toronto, with regional offices globally, including in the United States, Mexico and India, we are the largest Canadian-based pharmaceutical company and a health partner of choice for the Americas for pharmaceutical licensing and product acquisitions.

For more information visit: www.apotex.com.

 

Job Summary

Responsible for supporting high-level executives and management or entire department. To assume the duty of clerical and administrative support in order to optimize workflow procedures in the office, assisting colleagues and executives by supporting them with planning and distributing information and performing numerous duties, including scheduling meetings, writing correspondence, emailing, handling visitors, routing callers, making travel arrangements, preparing reports, filing and orgainizing documents and performing basic bookkeeping tasks. This job includes participating in selective reviews with VP- Product Supply and taking minutes, follow up on closing the actions with all stakeholders. Making sure company policies and well adhered too. Need to be well versed with SAP system.

Job Responsibilities

• Answer phone calls and redirect them when necessary
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
• Prepare and disseminate correspondence, memos and forms
• Support and facilitate the completion of regular reports
• Develop and maintain a filing system
• Make travel arrangements
• Document expenses and hand in reports
• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Handling basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports.
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Helping prepare for meetings.
• Accurately recording minutes from meetings.
• Greeting visitors and deciding if they should be able to meet with executives.
• Using various software, including word processing, spreadsheets, databases, and presentation
• Reading and analyzing incoming memos, submissions, and distributing them as needed.
• Performing office duties that include ordering supplies and managing a records database.
• Experience as a virtual assistant.
• Opening, sorting and distributing incoming faxes, emails, and other correspondence.
• Provide general administrative support.
• Any other duties/tasks as and when assigned by the Director/Site Head
• This job includes participating in selective reviews with VP- Product Supply and taking minutes, follow up on closing the actions with all stakeholders
• Making sure company policies and well adhered too.
• Need to be well versed with SAP system.

Responsabilités inhérentes à l’emploi

Job Requirements

• Education
  • Minimum of Graduate Degree in related field.
• Knowledge, Skills and Abilities
  • Proven work experience as a secretary, executive assistant or administrative assistant
  • Familiarity with office organization and optimization techniques
  • High degree of multi-tasking and time management capability
  • Ability to Organize a daily workload by priorities
  • Must be able to meet deadlines in fast-paced quickly changing environment
  • A proactive approach to problem-solving with strong decision-making skills
  • Excellent written and verbal communication skills
  • Integrity and professionalism
  • Proficiency in MS Office and Power points
  • Fluent in English
• Experience
  • Minimum 02-06 years of experience in the relevant field

Exigences liées au poste

At Apotex, we are committed to fostering a welcoming and accessible work environment, where all everyone feels valued, respected, and supported to succeed. 

We offer 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.

 

Experience Level

Executive Level