Executive Assistant & Office Manager

Job Purpose:
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 or 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 orientation, 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, 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
o Oversee, coordinate, and manage daily office activities and operations across departments to balance coordinator workloads and gap coverage.
o Oversee & manage office operations, supplies, stationary, incoming and outgoing communication, including emails, phone calls, mail, and couriers.
o Coordinate internally and externally to schedule virtual meetings and prepare the space for in-person meetings.
o Assist with onboarding and offboarding employees, including but not limited to updating of org charts and DL’s, benefits administration, etc.
o Lead and support the vendor management processes, which involves summarizing data, finding trends, and evaluating and reconciling reports, among other things.
o Special project coordination and execution, as needed.

• Office Space Management
o Maintain a clean, organized, and welcoming office environment.
o Manage relationship with building management and general contractors for maintenance and repairs.
o Manage office supplies, business cards, equipment, beverages, and snacks, ensuring adequate stock levels.

• Event Coordination
o Coordinate and host office events and meetings, ensuring that logistical details for events are well-organized and executed.
o Purchase meals, groceries, and/or drinks for events as needed.

• Team Support
o Opening and closing of PO’s
o Invoice Validation
o Budget tracking/mgmt.
o Veeva
o 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 required.

Requirements

• Education
o Completion of a post-secondary degree or diploma program (or equivalent, for studies obtained outside of Canada)
• Experience, including # of years
o Minimum of 3-5 years of in executive support or related experience. Experience in biotechnology/pharmaceutical industry a plus.

• Skills
o Proficient computer skills with the Microsoft suite of products, primarily Word, Excel, PowerPoint, Visio
o Digital literacy and ability to learn and use multiple in-house systems with proficiency.
o Supervisory/people management experience a strong asset.
o Demonstrated ability to work independently as well as with team and cross-functional partners, characterized by proactivity and a continuous improvement mindset.
o Ability to multi-task, work with competing priorities and initiate follow ups on a timely basis, while maintaining relevant details
o Strong detail orientation and strong problem-solving capabilities
o Strong written and verbal communication skills; fluent in spoken and written English with French an asset.
o Flexibility, professionalism, responsiveness, confidentiality, and discretion are critical for success in this role.
o Experience with customer event management and conferences, an asset
o Ability to work across multiple digital platforms and early adoption of new systems/applications.