Job Description

EA to GM and Office Manager

In-Person: Toronto

Please note:

Only applications with all responses completed in the Application Questions section will be reviewed. These questions are designed to help us understand your skills and experience in relation to the role. Incomplete submissions will not be considered or responded to.

We are Octapharma:

We are about transforming health care for people living with rare diseases. We do this by implementing bold changes in a conservative industry. Our customers want big-picture change, so they rely on us to address this opportunity from all sides with business and operational insights, generate clinical data and real-world evidence, harness the power of data, and digital leadership. It's our job to help clients make major leaps forward in transforming care for their patients. How do we do it? We set aligned goals with our customers and do everything in our power to achieve better outcomes for our patients and help them deliver quality care. And customers have come to rely on us for getting the job done with great flexibility in demanding circumstances.

You are:

Someone who thrives in a state of flux. An intuitive individual who anticipates and acts, instead of awaiting directions to respond. Dynamic in how you plan work, delivering results with a high degree of attention to detail. Someone who empathizes with others and solves problems by keeping things simple. Accountable for outcomes and do not measure yourself by task completion. A team-oriented individual, cultivating productive working relationships. Resourceful, with a "can-do" attitude who exhibits sound judgment with an ability to set priorities and make decisions. Experienced in working with C-suite executives and external vendor partners.

The work:

In this high-visibility position of trust, you will support our GM in his day-to-day activities and coordinate key aspects of various projects.

You will be mentored, coached, and empowered to learn by doing. You will have the autonomy needed to be successful and experience diversity in your role, from handling day-to-day administrative tasks to creation and implementation of projects.

Facilitate the achievement of GMs objectives

Prepare GMs internal and external presentations and briefing reports Provide guidance and quality control of materials prepared by other teams for GM approval Manage GMs in office schedule, coordination of meetings, off site meetings and townhalls Manage all internal and external meetings of the GM Coordinate GMs business travel and handle expense reports as per finance guidelines Act as a liaison between GMs office and various departments within the company and key client organizations. Maintain company documentation, including legal contracts. Accountable for the upkeep of the Head office facility, consistent with our policies.
Project Management

Lead special projects for the GM and support the extended team for execution. Maintain strict control of the progress of all key projects to deliver business results Coordinate the execution of the annual and quarterly companywide performance plan Lead contact for local IT and infrastructure performance in coordination with global IT team

You'll need:

Bachelor's degree in Life sciences or Arts and Language Three to five years' prior experience in supporting senior executives in global companies Excellent computer skills, including proficiency in Microsoft Office suite of products Exceptional writing, editing, and proofreading skills Excellent organization and project management skills

Bonus points if:

You've got great data and analytics skills You're good at communicating ideas and plans (in person and in writing) You are fluent in business French You are good at contract negotiations and extract value for the company You are interested in planning events and creating experiences
Job Type: Full-time

Application question(s):

How many years have you directly supported a GM, CEO, or C level leader in an international organization? None o 1 to 2 years o 3 to 5 years o 5+ years Rate your proficiency in PowerPoint, Excel, Word, and Outlook. Beginner o Intermediate o Advanced o Expert Write two to three sentences you would place at the top of a GM briefing note for a difficult external meeting. Given three urgent demands on the GM and two high impact projects, explain how you would prioritize the week and set expectations with the team. Keep it to five or six lines. Give one example of how you protected an executive's focus for deep work while keeping business moving. What did you reschedule, delegate, or change, and why? Describe how you keep virtual records clean and retrievable. Cover meeting notes, decisions, actions, naming conventions, version control, and where you store files. Which tools have you used to track actions and progress for an executive team, such as Excel, Microsoft Lists, Planner, or Asana, and how did you use them week to week? Give one example of a project you owned end to end for an executive. State the goal, the checkpoints you enforced, and the outcome. Share a specific action you led that improved engagement or morale. What measure did you watch, and what changed? Have you been accountable for office upkeep and vendor management, including basic contract handling or records control? Have you acted as the local point of contact for IT while coordinating with a central or global team to resolve issues? Describe a situation that required discretion. How did you protect sensitive information while keeping work moving? What motivates you to be the EA to the GM at Octapharma? Do you have a degree in Life Sciences, Arts, or a related field? Yes /No
Work Location: In person