Executive Assistant & Office Coordinator- Vaccines

Reference No. R2778945

Ready to push the limits of what’s possible? Join Sanofi and you can play a vital part in the performance of our entire business while helping to make an impact on millions of people. As Executive Assistant and Office Coordinator within Vaccines Canada, you’ll help find new, innovative ways to support the team, improve processes and implement best-in-class ways of working.

About Sanofi Vaccines

Sanofi's vaccines business unit partners with public health, medical, and scientific actors to expand access to vaccines and immunizing agents, increase vaccination coverage, while developing new vaccines in service of public health.

At Sanofi, we chase the miracles of science to improve people’s lives. We believe our cutting-edge science and manufacturing, fueled by data and digital technologies, have the potential to transform the practice of medicine, turning the impossible into possible for millions of people.

Reports To: General Manager, Vaccines Canada

Job Summary

At Sanofi, we are dedicated to supporting people through their health challenges. As the Executive Assistant and Office Coordinator, you will play a vital role in supporting the General Manager, Vaccines, and ensuring the smooth operation of the office. You will work in a collaborative and inclusive environment, contributing to our mission of improving health outcomes for people across Canada.

The candidate must be a highly motivated individual who is a self-starter. They need to possess the ability to understand our business, look beyond the task at hand relative to a position, department and company, with a strong ownership and pro-active mindset.

Key Responsibilities

• Executive Support: Provide comprehensive administrative support to the General Manager, Vaccines, Canada.
• Office Coordination: Oversee the day-to-day operations of the office, ensuring a well-organized and efficient work environment.
• Event Planning: Plan, coordinate, and prepare key events and meetings, ensuring all logistical details are managed effectively.

• Procurement and Invoicing: Manage purchase orders and invoicing processes for the vaccines team, in partnership with other coordinators. Achieve advanced understanding of the financial systems and the associated usage requirements to efficiently manage financial processes, but also identify and troubleshoot issues related to any step of the financial management systems.

• Communication and Coordination: Serve as a liaison between the General Manager and internal/external stakeholders, handling communications and correspondence with professionalism and confidentiality. Ensure strong communication and coordination with other administrative assistants to proactively identify areas of partnership under a One Sanofi mindset. Provide back-up support to other assistant and coordinator in the business unit when required.
• HSE Relay: Act as the Health, Safety, and Environment (HSE) relay for the vaccines commercial operations team.
• Onboarding Support: Support vaccines team managers in onboarding new team members.
• Efficiency and Improvement: Strive for efficiency and coordinate activities to continuously improve the work environment (communication, simplification, on-site work environment). Assist with special projects and initiatives as needed, providing support to ensure successful execution.

Qualifications:

• Bachelor's degree in Business Administration, Office Management, or a related field preferred
• Minimum of 5 years of successful executive assistant experience (preferably within pharma)
• Excellent written and verbal communication skills
• Proficiency in MS Office and digital savviness
• Strong organization and prioritization skills
• High level of professionalism, discretion, and confidentiality
• Ability to work independently and as part of a team; proactive and detail-oriented.
• Ability to manage multiple projects with skill and quality and be the central support resource for the business unit
• French speaking in addition to English is a plus

Why Sanofi?

• Inclusive Workplace: We embrace diversity and foster an inclusive environment where everyone can bring their best selves to work.
• Innovation: Be part of a team that is at the forefront of scientific and technological advancements.
• Impact: Contribute to meaningful work that makes a difference in the lives of patients and communities.

The opportunity is a REPLACEMENT

Sanofi is an equal opportunity employer committed to diversity and inclusion. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. We welcome and encourage applications from all qualified applicants.  Accommodations for persons with disabilities required during the recruitment process are available upon request.

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