Executive Assistant

Executive Assistant (12-Month Contract)

Hybrid – Toronto, ON

Introduction

We are hiring an Executive Assistant for one of our leading global pharmaceutical clients, Eli Lilly, based in Toronto. This Executive Assistant would be responsible for supporting the GM/President, as well as the CFO and HR VP. The Executive Assistant is responsible for providing communication, scheduling, and operations support.

The position requires the ability to exercise good judgment in a variety of situations, have strong written and verbal communication, administrative and organizational skills, and maintain a realistic balance among multiple priorities and handle confidential matters with discretion.

We are looking for someone who is highly proactive and adaptable. Someone who looks to take on new projects in different areas of the business and work to develop a clear understanding of things that may be new and looking to jump into new environments, technologies and projects.'This is a 12-month contract position with a requirement of being in office 2-3 days a week.

Responsibilities

Scheduling management:

• Lead the daily calendar management of one or more department members - including scheduling, meetings prioritization, scheduling conflicts, updating availability, authorizing changes to dates and locations, etc.
• Prioritizing and organizing time and ensuring that the business partners are adequately prepared for each day’s activities (e.g. Agenda, pre-read materials, etc.)
• Interacting with individuals from other organization’s and external parties in coordinating schedules
• Assistance with visitors

Communication management:

• Serve as the key contact person in the area to minimize disruptions for the direct and indirect business partners
• Directing incoming requests and faxes to the appropriate personnel
• Handling e-mail responses as requested by the business partners (read, evaluate, respond, forward, and/or delete as appropriate)
• Compose first-draft documents from rough information from business partners
• Edit and proofread documents for content, style, and accuracy
• Preparing agendas and distributing minutes
• Coordinate translation of key affiliate wide communications from business partners

Operational support:

• Be trusted to take on special projects as needed, which may span different areas of the business—from projects focusing on operation improvements to data analysis and data compilation
• Create and prepare invoices for processing (po and non-po invoices) and manage ongoing contracts with external vendors.
• Create and manage access and general maintenance of sharepoint sites, teams, group mailing lists and internal employee portals and drives
• Coordination of site administrative planning, events, process improvements and assignments, with other company administrative assistants
• Support successful onboarding of new employees and employee changes following onboarding processes
• Perform general administrative tasks, such as mailings, faxing, scanning, and photocopying documents.

Travel:

• Coordinate travel and meeting requests for key department members and key external parties, at internal and outside functions, activities, board meetings, including hotel, flights, ground transportation
• Managing and maintaining all travel requirements and meeting planning with global processes including: providing system generated travel itineraries, conference registration, passport/visa management, process travel authorizations
• Coordinate with relocation company for physical moves for incoming and outcoming international employees

Expense reporting

• Manage and process expense reports on business partner behalf
• Mailing receipts when required
• Processing missing receipt affidavits when required

Requirements

• 5+ years as an executive assistant supporting executive leadership
• Ability to embrace new technology, and are energized by diving in and learning best practices to support the affiliate
• Demonstrate strong data acumen—ability to derive valuable, relevant, and actionable insights that drive clear business decisions
• Self-starter with ability to anticipate the needs of business partners and initiate appropriate action/ recommendations to ensure the most effective use of resources and time.
• Attention to detail, excellent critical thinking, problem-solving and decision-making skills
• Strong communication skills, both verbal and written
• Interpersonal skills
• Demonstrated customer focused attitude
• Strong computer hardware and software skills
• Ability to work effectively, both independently and within a team environment
• Strong organizational and time management skills

What We Offer

Why apply through Brunel? Finding the next step in your career can be a fulltime job in itself. We manage the process for you: from submitting your resume to coordinating interviews to extending offers and assisting with on-boarding. We’ll get you going while you get on with the job.

About Us

Brunel has a reputation for working with some of the best in the business. That’s what we continually strive for. Over 45 years, we’ve created a global network of interesting clients and talented individuals working together through a vast array of services.