Executive Assistant Pharma

About the Role

We are looking for a highly motivated and detail-focused Executive Assistant to provide extensive administrative and operational support to the Pharma Canada Leadership Team. This role demands a trusted partner who can anticipate business requirements, juggle various priorities, and ensure smooth operation of executive activities within a fast-moving and complex environment. The ideal candidate will possess excellent judgment, discretion, strong organizational abilities, and the capacity to work autonomously while upholding strict confidentiality and professionalism.

Key Duties and Responsibilities

• Deliver top-tier administrative assistance to the Pharma Canada senior leadership, ensuring the fluidity of daily operations.
• Proactively foresee leadership needs, resolving potential issues before they emerge, and driving initiatives to successful conclusions.
• Handle sensitive business data with utmost confidentiality, professionalism, and sound judgment.
• Manage intricate calendars, meetings, events, and appointments spanning multiple stakeholders and time zones.
• Assist offshore administrative teams in overseeing executive scheduling and logistical coordination.
• Organize comprehensive domestic and international travel plans, including details such as itineraries, accommodations, transportation, and related paperwork.
• Prepare meeting documentation, agendas, presentations, and track follow-up activities.
• Administer incoming communications and inquiries with discretion, escalating matters appropriately.
• Act as a communication bridge between internal teams, external partners, and third-party vendors ensuring timely and professional interactions.
• Support the preparation and dissemination of an array of business documents including reports, presentations, invoices, charts, and spreadsheets.
• Maintain organized electronic filing systems to enhance operational efficiency and compliance.
• Monitor project timelines, deliverables, and administrative tasks to meet deadlines and uphold commitments.
• Keep leadership informed regarding key updates, priorities, and ongoing project statuses.
• Manage designated projects and administrative tasks independently, ensuring high-quality and timely results.
• Prioritize workload effectively in a dynamic environment, adapting to evolving business needs.
• Track and ensure completion of action items and follow-through responsibilities.
• Implement and share continuous process improvements to streamline administrative workflows and raise operational productivity.
• Provide backup support to fellow Executive Assistants as necessary, ensuring seamless business support.

Qualifications and Experience

• Minimum of 5 years’ experience providing executive administrative support, ideally within senior leadership contexts in corporate settings.
• Capable of multitasking and managing competing priorities without sacrificing accuracy or attention to detail.
• Excellent organizational, planning, and time management skills.
• Strong verbal and written communication abilities.
• Self-directed worker who operates effectively with minimal supervision.
• Exhibits high levels of professionalism, ethical conduct, confidentiality, and discretion.
• Preferred experience includes supporting leadership in pharmaceutical, healthcare, life sciences, or other heavily regulated industries.
• Experience operating within global, matrix-style organizations is an advantage.
• Familiarity with budget oversight, invoice management, and project coordination is desirable.

Core Competencies

• Proactive and anticipatory approach.
• Exceptional organizational capabilities.
• Strong stakeholder relationship management.
• Exercise sound professional judgment and maintain discretion.
• Adaptable and flexible mindset.
• Project coordination and execution skills.
• Effective problem-solving and critical thinking.
• Collaborative team player.
• Focus on continuous process improvements.
• Customer service orientation.

Additional Information

This position reports directly to the Pharma Canada Leadership Team and involves close collaboration with senior leaders, offshore administrative staff, and key internal and external partners to ensure smooth business operations and executive efficiency. The role is based in Canada and requires full-time commitment onsite.