Office Administrator

Full-time, Permanent

$50-65k DOE

4 weeks ago in Administrative and Office Support

Job Description:

Our client within the pharmaceutical industry requires an Office Administrator to join their team. The successful candidate will be a seasoned Administration professional with Executive Assistant experience. This role requires a self-starter that will apply previous knowledge to lead and manage administrative initiatives that are required globally. This position requires daily collaboration with the Corporate Services team and the Senior Management Team. The ideal candidate will be able to work within sensitive timelines, exercise a high level of confidentiality and be required to accommodate various time zones.

Responsibilities:

  • Handle highly sensitive and confidential information with professionalism and discretion
  • Exercise good judgment and discretion by independently managing and resolving issues
  • Preparing agenda items, recording meeting minutes and following up on required tasks
  • Drafting and editing internal and external communication on behalf of the Senior Management Team
  • Drafting of policies, procedures and urgent memo’s
  • Basic designing and editing of marketing materials for online publications
  • Managing and maintaining a comprehensive filing system for Executives
  • Ordering gifts and ensuring timely delivery (globally)
  • Negotiating service agreements, reviewing invoices to ensure accuracy, and actively collect receipts.
  • Review, complete and process applications and forms
  • Ensure technology is functioning at all times and assist staff with troubleshooting (i.e. OneDrive,
  • Formatting, Excel, general computer issues, etc.)
  • Sourcing vendors for department needs (i., IT suppliers, renovation, printing, swag etc.)
  • Planning and Managing company social events globally (planning activities, sending calendar invites,
  • ordering meals, vouchers and/or gifts, shipping employee swag)
  • Ordering and pickup of meals and lunches for approved events/lunches
  • Maintaining a clean and fully stocked office environment that requires ordering groceries, office
  • supplies, equipment and other operating needs etc.
  • Planning and managing internal company events i.e. town Hall (invites, preparation schedule, timely completion of tasks and update presentation)
  • Communicate with Human Resources on confidential staffing issues while maintaining strict confidentiality
  • Liaise with external service providers and external partners on company matters
  • Coordinating last-minute international travel and providing rationale when presenting options for flights,
  • hotels, car rentals and visas. Produce complex and easy to absorb travel itineraries.
  • Managing time-sensitive travel conflicts and resolving immediately (flight delays/cancellations, etc.)
  • Manage conferences and events (registration, marketing, delivery of supplies, travel, accommodation
  • etc.)
  • Coordinate personal travel for executives and families when required
  • Perform time-sensitive personal tasks for executives as required (Car maintenance, registrations,
  • bookings and other ad-hoc requests)

 

Qualifications:

  • 3+ years of experience in supporting multiple high-level Executives
  • Experience of Personal Assistant considered an asset
  • A Diploma or Degree from a recognized College or University or equivalent working experience
  • Computer literacy, proficiency with Gmail, MS Office Suite, including Outlook, Word, Excel, PowerPoint,
  • OneNote, Teams and Planner
  • Basic marketing and design experience utilizing Photoshop, Canva, PowerPoint etc.
  • Proven written and verbal communication
  • High level of business acumen, problem-solving, negotiation, time management and multitasking
  • Experience with handling confidential information and the ability to use discretion with sensitive matters
  • Strong analytical skills and the ability to learn and adapt easily to changes
  • Ability to perform accurately in a fast-paced environment and meet deadlines
  • Ability to stay productive under minimal supervision
  • Experience in handling complex travel itineraries
  • Excellent sales and negotiation skills
  • Available to work flexible hours as required and accessible after hours
  • Must have daily access to a personal vehicle with a valid insurance policy, a valid “G” class driver’s licence and a clean driving record
  • Willingness to work within different global time zones
  • Flexibility to travel within GTA if required

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Sherry; s.boyle@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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