Executive Administrator

About Apotex Inc.

Apotex Inc. is a Canadian-based global health company that produces high-quality, affordable medicines for patients around the world. Apotex employs almost 7,200 people worldwide in manufacturing, R&D, and commercial operations. Apotex medicines are accessible to patients in more than 75 countries globally. Through vertical integration, the Apotex group is focused on the development and sale of generic, biosimilar and specialty products.

For more information visit: www.apotex.com.

Job Summary

Provides administrative support to Vice Presidents and other Executives. This position will also provide receptionist support as needed and share this responsibility with other Executive Administrators. This position requires moderate supervision and the ability to receive and follow guidance while also demonstrating initiative and problem solving abilities to proactively address situations as they arise. This role requires high level of confidentialy in regards to information that may be disclosed in virtual or in-person communication, electronic mail and hard copy correspondence. This role requires the ability to work cross-functionally with team members as well as with external parties such as customers and others. Must be detailed oriented and follow up thoroughly to ensure tasks, projects and deadlines are met. Must have exceptional written and verbal communication skills and the ability to work well independently and with various teams.

Job Responsibilities

• Manages calendars and personally schedules appointments for Vice Presidents and other Apotex Executive(s) as needed.

• Arranges meetings, programs, events, or conferences, including the reservation of facility / venue, caterering needs, sending invitations, coordinating and scheduling speakers, preparing agenda and managing the budget. May attend, activily participate, take and distribute minutes when needed.

• Maintains departmental distribution lists and calendars.

• May compose and prepares confidential correspondence, reports, presentations and other complex documents.

• Creates and maintains any required departmental database and spreadsheet files.

• Arranges complex and detailed travel plans and itineraries, compiles documents for travel- related meetings including the process of travel visas.

• Completes expense reports for Vice Presidents and other specifically assigned Executive(s) as needed.

• Coordinates and maintains confidential review documentation of Vice Presidents direct reports including short-term incentive programs, sales incentives and compensation and annual reviews. Prepare and ensures timely submission of forms relating to pay and personnel information changes as directed by Vice Presidents.

• Performs additional duties as required to support business operations.

• Works closely with Office Serivces and EA to the President in providing assistance with general office functions and administrative support. Ensures adherence to guidelines safeguarding confidentiality on sensitive matters.

• Performs duties as assigned by the Director, Human Resources to support the Administration team in its objectives and responsibilities including but no limited to getting quotes from vendors, purchasing supplies, equipment and furniture. Ensuring office is properly maintained and that facility maintenance is performed as needed.

• Performs all work in compliance with our Code of Conduct and Business Ethics, and related policies and with the legal and regulatory requirements that apply to our job activities;

• Works as a member of a team to achieve all outcomes;

• Performs all work in support of our Values: Collaboration, Courage, Perseverance, and Passion and our winning behaviors.

• All other relevant duties as assigned.

Job Requirements

• Job Requirements

• Associate degree. An equivalent combination of education and experience may be substituted.

• Knowledge, Skills and Abilities

• Strong knowledge of MS Office Systems, including Outlook, Word, Excel, and Power Point; SAP a plus.

• Superior organizational and time management skills

• Excellent communication skills, both written and verbal.

• Ability to handle multiple priorities in a fast paced work environment.

• Strong initiative, self-motivation, planning skills.

• Demonstrated accuracy and attention to details.

• Ability to work independently.

• Strong interpersonal skills and the ability to deal with people at different levels in the organization.

• Excellent customer service capabilities.

• Experience

• 3 to 5 years of experience, or will substitute experience for educational requirements.

At Apotex, we are committed to fostering an inclusive, accessible work environment, where all employees feel valued, respected and supported.

Apotex offers accommodation for applicants with disabilities as part of its recruitment process. If you are contacted to arrange for an interview or testing, please advise us if you require an accommodation.

Nearest Major Market: Fort Lauderdale

Nearest Secondary Market: Miami

Apply now "