Administrative Coordinator, Product Supply

Date: Mar 12, 2023

Location: North York, ON, CA, M9L 1T9

Company: Apotex


About Apotex Inc.

Apotex Inc. is a proudly Canadian, global pharmaceutical company that produces high-quality, affordable medicines for patients around the world. Apotex employs almost 8,000 people worldwide in manufacturing, R&D, and commercial operations.  Apotex Inc. exports to more than 100 countries and territories and operates in more than 45 countries, with a significant presence in Canada, the US, Mexico, and India. Through vertical integration, Apotex is comprised of multiple divisions and affiliates including Apotex Inc., focused on generics; Apobiologix, a division of Apotex Inc. focused on biosimilar development; Aveva, an affiliate of Apotex Inc. fully integrated global developer and manufacturer of complete transdermal solutions; Apotex Consumer Products, a division of Apotex Inc. focused on brand name products; and Global Active Pharmaceutical Ingredients (GAPI), a division of Apotex Inc. focused on the manufacturing of active pharmaceutical ingredients (API) for Apotex and third parties. For more information visit:

Job Summary

To provide senior level administrative support to the VP, Product Supply-Signet and to the Site Leadership Team.

Job Responsibilities

  • Performs senior level administrative tasks for the VP, Product Supply-Signet involving advanced word processing, creation of PowerPoint presentations, Excel spreadsheets and related SAP modules.
  • Manages the calendars of the VP as well of the Site Leadership team and coordinates/schedules meetings and appointments as appropriate; this includes responding to appointment notices and following up where required.
  • Ensures appropriate routing of mail/faxes.
  • Screens incoming telephone calls and troubleshoots internal and external customer issues.
  • Ensures confidentiality and diplomacy on handling of sensitive business matters.
  • Schedules travel/hotel arrangements for VP, Product Supply-Signet and Site Leadership team as required; prepares expense reports and ensures timely processing.
  • Develops and distributes agendas for Operations meetings, and actively participates in these meetings providing input, as well as responsible for capturing action items and distributing meeting minutes to attendees.
  • Coordinates & schedules Live Meetings and participates if required.
  • Coordinates conference/seminar enrolments, training etc, on behalf of the VP, Product Supply- Signet and Site Leadership team
  • Develops business documents/email and announcements and/or proofreads and makes recommended changes. Subsequently distributes appropriately to the business.
  • Fosters positive employee relationships by promoting communication between the Operations and cross functional teams at the Signet site.
  • Coordinates with Engineering Services and GIS for New Hires work area, lockers, security cards and computer access/ telephone access by initiating documentation for accuracy (i.e.) Request for Hire, Space Allocation form, and ensures forwarded to appropriate individuals for subsequent processing.
  • Maintains and assists with yearly budgets on SAP.
  • Requisitions and maintains stationery and office equipment supplies in compliance with company-wide procurement guidelines.
  • Creates reports and prepares monthly charts for Operations.
  • Forwards all weekly data to the appropriate parties.
  • Maintains all departmental files.
  • Performs all work in accordance with all established regulatory and compliance and safety requirements.
  • Works in a safe manner collaborating as a team member to achieve all outcomes.
  • Demonstrate Behaviours that exhibit our organizational Values: Collaboration, Courage, Perseverance, and Passion.
  • Ensure personal adherence with all compliance programs including the Global Business Ethics and Compliance Program, Global Quality policies and procedures, Safety and Environment policies, and HR policies.
  • All other relevant duties as assigned.


Job Requirements

  • Education
    • Minimum secondary school graduate, post-secondary education in Office Administration an asset.
  • Knowledge, Skills and Abilities
    • Advanced word processing skills and proficiency in Word, Excel and PowerPoint and SAP.
    • Effective team player with strong interpersonal skills.
    • Excellent communication skills, both verbal and written to deal with people at different levels in the organization.
    • Diplomatic in sensitive situations.
    • Exceptional organization and time management skills.
    • Ability to multi-task and work independently in a fast-paced environment.
    • Demonstrated accuracy and attention to detail.
    • Flexible to changing needs and environment.
  • Experience
    • 3-5 years experience at a senior administrative level.

At Apotex, we are committed to fostering an inclusive, accessible work environment, where all employees feel valued, respected and supported.

Apotex offers 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.