Executive Assistant & Office Manager

Executive Assistant & Office Manager 

This job posting is for an existing vacancy in the organization

Job Description 

Reporting to the General Manager for Biogen Canada, this is an in-office role providing: 

• Executive level support to the GM and supports Canadian Leadership team initiatives. 

• Manages, coordinates, and maintains all office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. 

• Manage, supervise, and monitor the work of commercial coordinators. 

The successful candidate will have the ability to interact with employees at all levels of the organization in a fast-paced environment and often with competing timelines on deliverables.  Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people. This position requires a professional demeanor, sense of urgency, results oriented, and the ability to keep sensitive material and/or conversations strictly confidential. Expert level written and verbal communication skills, strong decision-making ability, and attention to detail are equally important.  
 

Responsibilities: 

Executive GM Support 

• Calendar: review/prioritize meeting invitations, schedule meetings, and maintain country distribution lists.  

• Team meetings/off-sites: prepare agenda, meeting minute taking, coordinate catering, equipment and logistics as required.  

• Tracking GM budget and manage purchase Order life cycle, including initiation, processing, tracking, receiving, and budget accruals.  

• Contract management, utilizing Determine, in conjunction with the Finance and procurement teams. 

• Initiate travel arrangements (both domestic and international) for GM to their preferences and prepare detailed travel and meeting itineraries; proactively troubleshoot any issues. 

• Expense claim reporting, including complex international travel related transactions. 
   

Office Administration 

• Serves as a team lead for all the coordinators, sets goals and aligns the team's work with demands from various teams, customers, and stakeholders. 

Administrative Duties 

• Oversee, coordinate, and manage daily office activities and operations across departments to balance coordinator workloads and gap coverage. 

• Oversee & manage office operations, supplies, stationary, incoming, and outgoing communication, including emails, phone calls, mail, and couriers. 

• Coordinate internally and externally to schedule virtual meetings and prepare the space for in-person meetings. 

• Assist with onboarding and offboarding employees, including but not limited to updating org charts and DL’s, benefits administration, etc.  

• Lead and support the vendor management processes, which involve summarizing data, finding trends, and evaluating and reconciling reports, among other things.  

• Special project coordination and execution, as needed. 
   

Office Space Management 

• Maintain a clean, organized, and welcoming office environment. 

• Manage relationships with building management and general contractors for maintenance and repairs. 

• Manage office supplies, business cards, equipment, beverages, and snacks, ensuring adequate stock levels. 

Event Coordination 

• Coordinate and host office events and meetings, ensuring that logistical details for events are well-organized and executed.  

• Purchase meals, groceries, and/or drinks for events as needed. 
   

Team Support 

• Opening and closing of PO’s 

• Invoice Validation 

• Budget tracking/management 

• Veeva 

• Enter and Store vendor contracts on Determine contract database. 
   

Participate on or Lead Joint Health and Safety Committee 
 

Perform company business in compliance with relevant regulations, company policies, and procedures. 
 

All other duties are required. 
  

Qualifications 

Education 

• High School education or equivalent; college diploma or bachelor’s degree in business administration (or related field) is preferred (or equivalent, for studies obtained outside of Canada)  

Experience, including # of years  

• Minimum of 3-5 years of executive support or related experience.   Experience in biotechnology/pharmaceutical industry preferred.  
    

Skills 

• Proficient computer skills with the Microsoft suite of products, primarily Word, Excel, PowerPoint, Visio 

• Digital literacy and ability to learn and use multiple in-house systems with proficiency. 

• Supervisory/people management experience a strong asset. 

• Demonstrated ability to work independently as well as with team and cross-functional partners, characterized by proactivity and a continuous improvement mindset. 

• Ability to multi-task, work with competing priorities and initiate follow ups on a timely basis, while maintaining relevant details 

• Strong detail orientation and strong problem-solving capabilities 

• Strong written and verbal communication skills; fluent in spoken and written English with French an asset. 

• Flexibility, professionalism, responsiveness, confidentiality, and discretion are critical for success in this role. 

• Experience with customer event management and conferences, an asset 

• Ability to work across multiple digital platforms and early adoption of new systems/applications.