Executive Assistant

Job Summary

Responsible for providing executive administrative support to the Chief Human Resources Officer (CHRO) and the Human Resources Leadership team.

The Executive Assistant provides comprehensive administrative support to the Chief Human Resources Officer (CHRO) and the Human Resources Leadership Team (HRLT). This role ensures seamless coordination, organization, and execution of tasks to optimize efficiency of the Executive’s office. The Executive Assistant independently manages non-routine assignments, demonstrating initiative and problem-solving skills in a collaborative team environment. This role requires a deep understanding of the executive’s priorities, exceptional customer service, and strong communication skills to work effectively across the organization.

Job Responsibilities

• Leads the coordination of all meetings, conferences, travel requirements, manages calendar scheduling and respond to both internal and external inquiries on behalf of the CHRO.
• Provides senior administrative support to the HR Leadership team as needed, developing and enhancing relationships to understand their requirements.
• Accountable for meeting agendas, preparing presentations, tracking departmental deliverables and delivering all reporting requirements to meet assigned delivery times. Actively participates in these meetings and provides input.
• Effectively prioritize tasks to maximize the efficiency and impact of the Executive’s office.
• Prepares, reconciles and ensures timely processing of monthly expense reports.
• Manages shifting priorities with agility, ensuring seamless workflow execution in a fast-paced work environment.
• Tactfully screens incoming inquires, troubleshoots internal, external customer issues and responds accordingly.
• Works closely with the HRLT and other Executives on special assignments as required, on various business matters while maintaining a high standard of confidentiality on sensitive business matters.
• Collaborates with Executive Assistants in other areas and provides back up support as needed.
• Demonstrates Apotex’s Winning Behaviors, fostering a strong corporate culture and upholding high standards of excellence.
• Ensures 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.
• Performs additional related duties as assigned that supports the Executive’s functional area.

Job Requirements

Education

• Post-secondary education in business, office administration, or a related program.

Knowledge, Skills and Abilities

• Excellent customer service orientation with the ability to engage professionally with individuals at all levels within the organization, as well as with external contacts.
• High level of organizational/time management skills with excellent attention to detail.
• Demonstrates a heightened sense of urgency in addressing issues, ensuring prompt and effective resolution to maintain operational efficiency.
• Advanced computer skills and strong technical knowledge of various computer software including Microsoft Office products (Outlook, Word, PowerPoint, Excel). Working knowledge of SAP an asset.
• Excellent communication skills, both verbal and written.
• Demonstrates autonomy with the ability to handle multiple priorities in a fast-paced environment.

Experience

• 5+ years of experience as a professional Executive Assistant supporting C level executives.