Location
Canada | United States
Job description
Reference No. R2730166
Position Title: Executive assistant
Department: Manufacturing and Supply CA
Location : Toronto, Ontario
Sanofi Vaccines
Sanofi's global vaccines business unit partners with the public health, medical and scientific communities to improve access to life-protecting vaccines and increase vaccination coverage, while striving to develop new and improved vaccines to enhance health and well-being.
At Sanofi, we chase the miracles of science to improve people’s lives. We believe our cutting-edge science and manufacturing, fueled by data and digital technologies, have the potential to transform the practice of medicine, turning the impossible into possible for millions of people.
Position Summary:
The Industrial Affairs Senior Secretary will provide administrative support to the VP Industrial Affairs and Site Head as well as the Sr. Director, Supply Chain and the Senior Director, Finance. Ensuring coordination and organization of daily activities to ensure an optimum working environment, accompanied by effective communication and interpersonal skills while demonstrating a lead role to the Senior Administrative Support Staff.
Key Responsibilities:
Provide Administrative Support to VP Industrial affairs and Senior Directors - 45%
Provides full administrative support to the VP, and Senior Directors, including but not limited too; expense reports, travel/meeting arrangements, correspondence, inquiries, purchasing, compiling monthly reports for the department.
Maintain daily schedule for the VP IA; ensuring that meeting times are adhered too and properly scheduled.
Organize and review incoming mail/e-mail and provide alerts on urgent emails as needed regardless of circumstances/challenges.
Maintain and manage manual and electronic filing systems for the department using SharePoint; contribute as needed to the creation and maintenance of electronic database for the Industrial Affairs Team.
Maintain personnel files and handle all information with integrity and confidentiality.
Coordinates and supports on-site global and external meetings involving the VP IA and all global partners.
Acts as Lead role and resource to the Senior Administrative Support Staff by maintaining a network of resources allowing collaboration across the network.
Presents a professional image acting as the face for the Office of Industrial Affairs; act as liaison for guests visiting the site ensuring all necessary logistics are in place.
Assist in the Preparation of Documents, Presentations and Communications - 25%
Scan documents and perform e-reviews on document; add bookmarks and hyperlinks, perform quality check on documents for submissions; check styles and formats; ensure all hyperlinks and cross-references are active; check spelling; nomenclature and grammar and make appropriate corrections; collect data from manufacturing and quality operations as required for submissions.
Assist in the preparation of information for the submissions.
Gather appropriate information and data and create and construct presentations using Word programs; gather signatures of documents as required.
Maintaining Site Calendar for both meetings and visitors.
Schedule and coordinate meetings, travel, course registrations - 20%
Ensure proper scheduling and maintenance of recurring and general meetings including but not limited to: booking rooms and refreshments for all meetings; invitations to the appropriate participants ensuring that a quorum is available as needed; reschedule/cancel meetings as needed; provide documents/slides and other meeting supplies as needed; prepare meeting agenda, meeting minutes and maintain action tracker.
Coordinate travel arrangements and accommodations for VP IA, and both Senior Director of Finance and Supply Chain; register staff for outside seminars/conferences; prepare travel requests, and expenditures for approval; and all other travel documents as necessary.
Planning and organization of all IA site related activities and events with the help of Communications.
Be available to support any and all site meetings that involve the IA Team as a whole or individually.
Set-up mid-year and annual performance reviews based on communications with HR.
Maintain office equipment and supplies - 5%
Ensure that all office equipment is maintained and running smoothly. Arrange service calls for any equipment as needed; order office supplies and ensure supplies are maintained.
Ensure that space in the Industrial affairs area is properly maintained and business ready at all-time.
Maintain entries and prepare reports - 5%
Ensure all expense reports are submitted in a timely fashion with correct documentation in order to avoid delinquency charges all the while adhering to the current and effective T&E Policy
Dimensions/Scope:
Provide support for the Industrial Affairs group in Toronto as it relates to budget, ensuring training and compliance needs are adhered to and met, and all other general adhoc requests as needed.
Provide support/direction/guidance as needed to all members of the Senior Admin Team and back-up as needed for all Industrial Affairs Members.
Key Requirements:
3 year college degree (business administration)
5 years on the job experience
Effective Scheduling and Time Maintenance for the VP Industrial Affairs and Senior Directors
Ability to understand and prioritize requests based on the current needs of the business
Effectively communicate and distinguish urgent request, discrepancies, issues etc.
Ability to anticipate and navigate obstacles to a positive resolution
Ability to channel information to all levels as needed; using a ‘Speak Up’ Attitude
Ability to provide a high level of Customer Service to all as the face of the Industrial Affairs team
Ensure the highest level of quality of Product and Work
Ensure that all is done with the mindset and focus of Right First Time
Understanding the needs and governance of a cGMP Environment; Quality Assurance and Compliance etc.
Understanding and adhering to all HSE rules and requirements and flagging concerns when needed
Valuing the Individual
Cost Effectiveness
Bilingual (French/English) an asset
Pursue Progress
Discover Extraordinary
Better is out there. Better medications, better outcomes, better science. But progress doesn’t happen without people – people from different backgrounds, in different locations, doing different roles, all united by one thing: a desire to make miracles happen. So, let’s be those people.
Watch our and check out our Diversity, Equity and Inclusion actions at !
Sanofi is an equal opportunity employer committed to diversity and inclusion. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. We welcome and encourage applications from all qualified applicants. Accommodations for persons with disabilities required during the recruitment process are available upon request.
Thank you in advance for your interest.
Only those candidates selected for interviews will be contacted.
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At Sanofi diversity and inclusion is foundational to how we operate and embedded in our Core Values. We recognize to truly tap into the richness diversity brings we must lead with inclusion and have a workplace where those differences can thrive and be leveraged to empower the lives of our colleagues, patients and customers. We respect and celebrate the diversity of our people, their backgrounds and experiences and provide equal opportunity for all.
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