Adjoint administratif - Sur place à Sainte-Foy, Québec

Alphanumeric Systems•Quebec, QC

62d•CA$37•Onsite

About The Position

Alphanumeric is hiring an Administrative Assistant to work on-site in Sainte-Foy, Quebec, for one of the biggest Pharmaceutical companies in the world. Please be aware that we can only hire people already based in Canada with fully legal and valid documentation to work in Canada. Please apply with your CV in English as some of the hiring managers might not speak French. This position must master both verbal and written English and French because it reports to stakeholders, managers and clients outside of Quebec, where the environment requires communication in both languages.

Requirements

Fluent in French and English
5+ years of experience in similar roles
Diploma of College Studies in Office Automation or Secretarial Studies, or any other relevant discipline
Mandatory to be based in Canada with valid documentation (PR or valid Work Permit + valid SIN)

Nice To Haves

Preferably with experience with SAP-HR, Workday and Ariba.
Experience working with global and overseas teams, and supporting director-level roles

Responsibilities

Manages and maintains the schedule of their manager as well as the primary communications manager of the site
Manages communication through certain tools: plasma screens, Workplace, magazine, etc.
Handles calls, mail, and ensures information is filtered, prioritized, and assesses the level of confidentiality.
Coordinates various meetings (invites, agendas, planning based on participants' availability, booking rooms and equipment, organizing travel, etc.).
Responds to information requests from other departments or external contacts.
Supports the manager with administrative tasks (correspondence, reports, PowerPoint presentations, document formatting, translation, etc.).
Ensures the follow-up and maintenance of files, as well as the filing system for current records.
Plans and organizes events (e.g., meetings, offsite activities, travel, guest visits, meals, hotel accommodations, transport; various trainings, teleconferences, videoconferences) for their managers, as well as for two directors reporting globally.
Manages the employee vacation records and SAP-HR system for those reporting to their manager.
Checks and processes invoices and expense reports for their managers and three directors reporting globally (Procurement, FluLaval LCM/TLCM, and Commercial Flu).
Completes purchase requisition requests in the Ariba system for their managers.
Owns and manages the site's Amex card (P-Card), making purchases and completing reconciliations in the Fiori system.
Manages and ensures follow-up on confidential files (e.g., organizational chart, Workday, HR, etc.).
Is part of the Leadership Team and provides logistic support.