Job Description

Description :
Making the difference together!
Would you like to take on the challenges of a constantly evolving job? Do you have excellent interpersonal skills and a thirst for learning and growth? Then this position is for you. As an Executive Assistant, you will assist the members of the Legal Affairs Department and ensure the efficiency of day-to-day operations, including the administration and coordination of the department and the creation and monitoring of processes and mechanisms to improve its activities.
Pharmascience's in-house legal team provides services related to contracts, corporate compliance, litigation, intellectual property, investments and commercial partnerships to Pharmascience's three business units, which sell generic and innovative prescription and non-prescription pharmaceutical products in Canada and abroad. She also provides legal advisory services to all functional areas of the company, including Research & Development, Regulatory Affairs, Manufacturing, Supply Chain, Marketing, Sales, Finance and Human Resources.
Responsibilities:
Manage correspondence and the schedule of the VP legal affairs and his direct reports
Coordinate appointments, meetings and business trips, including booking transportation and accommodations
Organize the Legal Affairs team meetings (prepare agendas and minutes, book conference rooms or create virtual metings, and ensure all necessary materials are provided).
Order supplies
Maintain files and documents using efficient filing systems
Assist Legal Affairs team members in preparing and managing departmental budgets, including billing procedures
Draft/edit letters, presentations and reports
Maintain a mailing list for our suppliers and an internal mailing list for the department
Liaise with customers, suppliers and law firms
Implement and maintain procedures related to the use of corporate IT systems
Organize and maintain Legal Affairs IT management systems
Ensure the availability of software and licenses required by members of Legal Affairs
Generate management reports from information systems
Ensure the Legal and Compliance Intranet site is current * Provide administrative assistance to Legal Team members, including licence and professional membership renewals, continuing education credits and interaction with professional associations

• Prepare expense reports
• Establish working relationships with company VP executive assistants and Legal Affairs business partners (e.g., HR, Finance, IT) and with other functional areas with a view to identifying synergies and efficiencies in procedures and ensuring clear lines of communication and flow of information where needed
• All other related tasks

Qualifications:

• Minimum 10 years of experience in an Executive Assistant role or equivalent position in a medium or large organization.
• Strong communication skills; written and spoken (bilingual French & English) given interaction with external partners and clients outside Quebec
• Focus on excellence
• Strong attention to detail and accuracy
• Ability to anticipate needs, evaluate and make recommendations toward seamless operations and services
• Ability to manage multiple projects that require interaction with a variety of departments and types of information
• Ability to identify and resolve problems and analyze information skillfully with minimal supervision
• Resourcefulness, ability to work under minimal supervision
• Ability to exercise tact and discretion and be trusted with confidential information
• Demonstrated ability to work well in a team environment and foster a friendly work environment
• Good judgment and ability to proactively and independently solve problems and make decisions
• Superior time management skills and ability to set priorities independently
• Excellent interpersonal and organizational skills
• Excellente team work skiils
• Extensive knowledge working with Microsoft Word, Outlook, Excel and Power Point

Choosing Pharmascience also means:

• Being part of a great, collaborative and dedicated team that strives for continuous improvement
• Being part of a corporate culture that values entrepreneurship, teamwork, simplicity and going above and beyond
• Having a flexible schedule with a hybrid work model: 3 days/week working remotely at the employees choice
• Accessing to a full range of benefits including telemedicine as of day 1
• Accessing to RRSP with employer contribution as of day 1
• Taking advantage of our Flex Fridays all year long
• Enjoying our on-site gym and training classes for free
• Being involved in the community

#LI-Hybrid
Education : High School Diploma
Diploma of College Studies