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About the job
Step into a Role Where Your Impact Resonates- A note from our General Manager:
I am a seasoned C-Suite executive with Canadian and global responsibilities in a leading company in our industry. I would like to believe that I am quite efficient and effective, but I know that I am dead wrong.
I’m on the hunt for an Executive Assistant who’s not just a sidekick, but a hero in their own right.
Picture this – your office in the bustling heart of Toronto, with your influence stretching all the way to Switzerland.
You keep our world turning by keeping critical projects running. You juggle priorities like a circus pro, fend off time wasters with your superhuman shield, and be the mastermind behind a well-oiled executive machine. No capes required, just sheer brilliance.
This isn’t a role for the faint-hearted. You’ll be my right-hand, left-brain, and occasional mind-reader. You’ll have the power to make decisions, the initiative to drive change, and the opportunity to leave your mark.
Together, we will build a progressive and enjoyable workplace for my beloved team.
This is your mission, should you choose to accept it.
The Role
Office & Executive Affairs Assistant
The hybrid nature of the role combines executive assistance with project management and operations oversight. You are capable of operating with a high degree of autonomy and efficiency, while also maintaining the smooth functioning of the executive office.
Priority Setting for the Executive Office (EO)
Help get priority work done by refining processes for efficient workflow management within the executive office and teams that interface with it.
Identify goals at risk and exercise autonomy in decision-making to address critical issues with minimal supervision.
Judgement in prioritizing tasks and projects- balancing immediate needs with long-term objectives.
Effective Communication and Liaison
Facilitate communication between the General Manager, internal teams, and external partners.
Represent the executive office in meetings and discussions, articulating the General Manager’s perspectives and decisions.
Project Management and Execution
Oversee and coordinate four change management projects and initiatives, tracking progress and ensuring timely completion.
Apply project management methodologies to track progress, identify risks, and ensure quality outcomes.
Administrative Excellence and Support
Handle administrative tasks with precision and professionalism, including scheduling, correspondence, and document management.
Anticipate the needs of the General Manager, proactively addressing issues before they arise.
Organize and support critical meetings, including agenda setting, actions and follow through.
Team Leadership and Development
Provide leadership and guidance to the administrative team of two, fostering a collaborative and efficient work environment.
Manage the executive office budgets and resources effectively, ensuring optimal performance and productivity.
Facility Management and Events Coordination
Accountable for the maintenance and upkeep of the Head Office premises, in coordination with the property management and services team
Assist in the planning and execution of corporate and customer events.
Assist in the recruitment process by coordinating interviews and providing an excellent interview experience to all applicants.
Accountable for a seamless and enjoyable employee journey with a focus on onboarding of new talent.
Plan thoughtful employee engagement programs that enhance team trust and collaboration.
Conduct pulse-check surveys or informal check-ins to gauge team satisfaction and identify areas for improvement.
Continuous Learning and Development Coordination
Organize and schedule training sessions or professional development workshops for staff.
Keep track of employees’ training progress and certifications, ensuring compliance with company policies and industry standards.
Performance Management Assistance
Assist the General Manager in the administration of performance management processes, including adherence of teams to company objectives and key results.
Tracking and documenting Key managers’ monthly results and performance.
Education
Minimum Education: A bachelor’s degree in business administration, Management, Human Resources, or a related field.
Preferred Education: Advanced degrees or certifications in Project Management (like PMP), HR Management, or related fields can be an asset.
Experience
Work Experience: At least 3-5 years of experience in an executive assistant, office management, or administrative role, preferably with exposure to project management and HR tasks.
Industry Experience: Experience in the pharmaceutical or related industries can be beneficial, given the specific context of the company.
Skills and Competencies:
Strategic Thinking and Problem Solving: Ability to think strategically, plan effectively, and solve problems efficiently.
Project Management: Strong project management skills, with the ability to lead projects, coordinate teams, and manage timelines.
Communication Skills: Excellent verbal and written communication skills, with the ability to effectively interact with all levels of the organization and external stakeholders.
Organizational Skills: Exceptional organizational and multitasking abilities, with a keen attention to detail.
Leadership and Team Management: Capability to lead and motivate teams, even without direct authority, and manage cross-functional relationships.
Decision-Making and Autonomy: Ability to make independent decisions and prioritize tasks effectively.
Technical Proficiency: Proficiency in office software (like MS Office Suite, Canva, Adobe), project management tools, and HR management systems.
Adaptability and Resilience: Flexibility to adapt to changing priorities and resilience in high-pressure situations.
Interpersonal Skills: Strong interpersonal skills, with the ability to network and build relationships.
Financial Acumen: Basic understanding of budgeting and financial management.
Additional Requirements:
Professional Certifications: Certifications in areas like project management (PMP, PRINCE2), HR (PHR, SPHR), or administrative management can be advantageous.
Language Skills: Proficiency in English is a must but proficiency in French and German is beneficial.
If you’re ready to step into a world where your skills are celebrated, your leadership is essential, and your growth is guaranteed, then this is your call to action. Join us and redefine what it means to be an Executive Hero in a role that’s as multifaceted as you are!
Learn more about at www.octapharma.ca
