Executive assistant - Sanofi, Toronto Admin, Legal, HR & People Jobs

The Industrial Affairs Senior Secretary will provide administrative support to the VP Industrial Affairs and Site Head as well as the Sr. Director, Supply Chain and the Senior Director, Finance. Ensuring coordination and organization of daily activities to ensure an optimum working environment, accompanied by effective communication and interpersonal skills while demonstrating a lead role to the Senior Administrative Support Staff.

Key Responsibilities:

Provide Administrative Support to VP Industrial affairs and Senior Directors - 45%

Provides full administrative support to the VP, and Senior Directors, including but not limited too; expense reports, travel/meeting arrangements, correspondence, inquiries, purchasing, compiling monthly reports for the department.
Maintain daily schedule for the VP IA; ensuring that meeting times are adhered too and properly scheduled.
Organize and review incoming mail/e-mail and provide alerts on urgent emails as needed regardless of circumstances/challenges.
Maintain and manage manual and electronic filing systems for the department using SharePoint; contribute as needed to the creation and maintenance of electronic database for the Industrial Affairs Team.
Maintain personnel files and handle all information with integrity and confidentiality.
Coordinates and supports on-site global and external meetings involving the VP IA and all global partners.
Acts as Lead role and resource to the Senior Administrative Support Staff by maintaining a network of resources allowing collaboration across the network.
Presents a professional image acting as the face for the Office of Industrial Affairs; act as liaison for guests visiting the site ensuring all necessary logistics are in place.
Assist in the Preparation of Documents, Presentations and Communications - 25%

Scan documents and perform e-reviews on document; add bookmarks and hyperlinks, perform quality check on documents for submissions; check styles and formats; ensure all hyperlinks and cross-references are active; check spelling; nomenclature and grammar and make appropriate corrections; collect data from manufacturing and quality operations as required for submissions.
Assist in the preparation of information for the submissions.
Gather appropriate information and data and create and construct presentations using Word programs; gather signatures of documents as required.
Maintaining Site Calendar for both meetings and visitors.
Schedule and coordinate meetings, travel, course registrations - 20%

Ensure proper scheduling and maintenance of recurring and general meetings including but not limited to: booking rooms and refreshments for all meetings; invitations to the appropriate participants ensuring that a quorum is available as needed; reschedule/cancel meetings as needed; provide documents/slides and other meeting supplies as needed; prepare meeting agenda, meeting minutes and maintain action tracker.
Coordinate travel arrangements and accommodations for VP IA, and both Senior Director of Finance and Supply Chain; register staff for outside seminars/conferences; prepare travel requests, and expenditures for approval; and all other travel documents as necessary.
Planning and organization of all IA site related activities and events with the help of Communications.
Be available to support any and all site meetings that involve the IA Team as a whole or individually.
Set-up mid-year and annual performance reviews based on communications with HR.
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