Executive Assistant

Summary of Purpose:

A key role within Otsuka, this role is instrumental in facilitating and supporting all tasks relating to the President & GM’s role in managing the OCPI business.

Responsibilities:

• Provide high level administrative support for the General Manager, Legal Team and Market Access Team
• Organize and coordinate internal and external meetings for the Leadership Team, Includes the coordination and logistics pertaining to: Townhall meetings, business reviews, leadership meetings and dinners, off-sites, etc.
• Support the President & General Manager with company communications
• Review President’s inbox and flag important emails and those that have an action item
• Prepare various technical documents and presentations
• Contribute with the other admins in the population of the corporate calendar
• Coordinate travel arrangements, prepare travel itineraries, and prepare expense reports for the President, VP Legal & VP Marketing Access
• Schedule and coordinate various team meetings & trainings for Legal & Market Access teams
• Schedule Board Meetings
• Prepare new MSAs, track and maintain updated list of active MSAs
• Prepare/review finance requests (Project Approval Forms, Purchase Orders, etc.)
• In collaboration with other coordinators, lead, support, or coordinate the organization of company events as required
• Reporting Safety Information, Product Quality Complaint and Customer Feedback as per training on current procedures
• Performs other related duties as required

Grants & Donations

• Manage and maintain the Alliance grants and donations requests: schedule and manage Committee meetings; manage inbox; prepare requests for Committee meetings; prepare Agreements and Decline letters; prepare reports to the Committees; manage tracker and send all reminders and follow-ups

Back-up functions

• Manage non alliance grant requests and US Speakers’ HCP submission in colleague’s absence
• Review Expense Audit tool daily in colleague’s absence
• Reception and ad hoc administrative duties and office management backfill.

Philanthropy

• Coordinate Opération Père Noël
• Coordinate Montreal Children’s Hospital Radiothon

Qualifications and Key Competencies:

• Exceptional MS Office skills
• Excellent project management skills
• Minimum 3 years’ experience working as an administrative assistant, ideally in a pharmaceutical or healthcare environment
• Excellent interpersonal relations and demonstrated ability to work with others effectively in teams
• Strong verbal and written communication skills
• Self-starter and takes initiative
• Experienced working with senior professionals in a fast-paced environment, often with tight deadlines
• Demonstrated ability to prioritize tasks based on relative importance and urgency
• Excellent verbal and written communication skills are required

Supervision of others: No