Senior Administrative Assistant

Overview

The Senior Administrative Assistant role involves delivering comprehensive administrative support to designated business units. Key duties encompass managing calendars, coordinating travel arrangements, overseeing procurement processes, assisting with budgets, organizing catering, and facilitating team meetings and events. Maintaining confidentiality and exercising professionalism are critical aspects of this role, along with strong communication skills to effectively serve internal customers.

Core Duties and Skills

• Coordinate calendars for assigned teams and individuals, scheduling meetings and securing appropriate facilities and equipment, while managing conflicting priorities and distributing relevant documents ahead of meetings.
• Perform general administrative tasks such as photocopying, scanning, and binding to support departmental needs.
• Oversee the purchase-to-pay cycle, including requests for proposals, vendor setup, purchase orders, goods receipt, and invoice coding.
• Serve as a Super User for K2 and Ariba systems, providing guidance and support to teams.
• Act as a Super User for meeting room audio-visual and IT resources, assisting colleagues as needed.
• Coordinate onboarding processes for new employees in collaboration with Human Resources.
• Manage travel plans in line with company policies, preparing comprehensive itineraries with minimal input.
• Support urgent requests from team members beyond the immediate responsibilities.
• Prepare, submit, and monitor expense reports in compliance with company guidelines and regional deadlines.
• Confidentially handle sensitive information and facilitate communication.
• Collaborate with administrative and operational staff to resolve daily challenges, drive process improvements, and provide backup coverage during absences.
• Report any product-related safety issues or complaints to the relevant medical and pharmacovigilance departments as per company protocol.
• Undertake additional duties assigned as part of the role.

Qualifications and Experience

• Excellent verbal and written communication skills with the ability to relate well to both internal and external stakeholders.
• Highly detail-oriented and adaptable with strong multitasking and organizational capabilities.
• Self-motivated professional with a positive, proactive approach to work and results-oriented mindset.
• Proficiency in Microsoft Office suite, particularly Excel and PowerPoint.
• Ability to collaborate effectively across multidisciplinary teams.
• Fluency in English is mandatory; knowledge of French is advantageous but not required.
• Preferred candidates hold a university degree or college diploma.
• At least one year of experience in a receptionist or administrative assistant role within a corporate or professional setting preferred.
• Experience with database management and survey development is considered a plus.

Compensation and Benefits

• The expected annual base salary for this position ranges from $57,000 to $82,000.
• This role qualifies for participation in the company's short-term incentive program.
• Salary within the stated range will be determined based on education, experience, job knowledge, and demonstrated competencies.