Executive Assistant - sainte-marie

Bilinguallink; Sainte-Marie; On-site; CAD 70,000 - 110,000; Full time

Job summary

Bilinguallink in Canada is seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to the Pharma Canada Leadership Team. You will anticipate business needs, manage competing priorities, and ensure smooth executive workflows in a fast-paced environment.

The role requires exceptional judgement, discretion, and strong communication, with the ability to work independently while maintaining confidentiality, organisation, and professionalism across

Qualifications

• 5+ years of executive administrative support experience
• Ability to manage multiple priorities with accuracy
• Strong organisational, planning, and time-management skills
• Professionalism, discretion, and confidentiality
• Experience with pharmaceutical/regulated industries preferred

Responsibilities

• Provide high-level administrative support to the Pharma Canada Leadership Team, ensuring seamless day-to-day operations
• Anticipate leadership needs and drive actions to completion
• Maintain confidentiality, professionalism, discretion, and sound judgement with sensitive information
• Coordinate calendars, meetings, events, and travel across time zones
• Prepare and distribute reports, presentations, and business documents
• Track timelines and ensure deadlines and commitments are met
• Support continuous improvement and collaboration across assistants

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Communication

Job description

Executive Assistant Pharma

We are seeking a highly proactive, professional, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Pharma Canada Leadership Team. This individual will serve as a trusted partner to senior leaders, anticipating business needs, managing competing priorities, and ensuring the efficient coordination of executive activities in a dynamic and fast-paced environment. The successful candidate will demonstrate exceptional judgement, discretion, organisational skills, and the ability to work independently while maintaining the highest standards of confidentiality and professionalism.

Key Responsibilities:

Executive Support

• Provide high-level administrative support to the Pharma Canada Leadership Team, ensuring seamless day-to-day operations
• Anticipate leadership needs by proactively identifying requirements, resolving issues before they arise, and taking initiative to drive actions to completion
• Maintain a high degree of confidentiality, professionalism, discretion, and sound judgement when handling sensitive business information

Calendar, Meeting and Travel Management

• Coordinate complex calendars, meetings, events, and appointments across multiple stakeholders and time zones
• Support offshore administrative teams in managing executive calendars, scheduling meetings, and coordinating logistics
• Arrange domestic and international travel, including itineraries, accommodation, transportation, and related documentation
• Coordinate meeting materials, agendas, presentations, and follow-up actions

Communication and Stakeholder Coordination

• Manage incoming enquiries, correspondence, and requests, exercising discretion and determining appropriate escalation paths when required
• Serve as a key liaison between internal and external stakeholders, ensuring timely and professional communication
• Coordinate interactions, projects, and meetings between leadership team members, GSK colleagues, external partners, and third-party vendors
• Respond to routine information requests on behalf of leaders while maintaining confidentiality and professionalism

Administrative and Operational Excellence

• Support the preparation and distribution of reports, presentations, communications, invoices, spreadsheets, charts, and other business documents
• Maintain organised electronic filing systems and documentation to support operational effectiveness and compliance
• Monitor project timelines, deliverables, and administrative activities to ensure deadlines are achieved and commitments are met
• Keep leadership team members informed of key updates, priorities, and the status of ongoing initiatives

Project Coordination and Prioritisation

• Independently manage assigned projects and administrative initiatives, ensuring required outcomes are delivered on time and to a high standard
• Effectively prioritise workload and adapt to shifting business priorities in a fast-paced environment
• Track action items and follow-up activities to ensure completion and accountability

Continuous Improvement and Team Collaboration

• Implement process improvements that simplify administrative workflows and increase operational efficiency
• Share best practices and innovative solutions with fellow Executive Assistants to enhance team effectiveness and consistency
• Provide backup and overflow support to other Executive Assistants when required to ensure uninterrupted support across the business

Qualifications and Experience

Required

• 5+ years of executive administrative support experience, preferably supporting senior leadership teams in a corporate environment
• Proven ability to manage multiple priorities simultaneously while maintaining accuracy and attention to detail
• Exceptional organisational, planning, and time-management skills
• Strong written and verbal communication skills
• Demonstrated ability to work independently with minimal supervision
• High level of professionalism, integrity, discretion, and confidentiality

Preferred

• Experience supporting leaders within the pharmaceutical, healthcare, life sciences, or highly regulated industries
• Experience working within a global and matrixed organisation
• Familiarity with budgeting, invoice management, and project coordination activities

Key Competencies

• Proactive and forward-thinking mindset
• Exceptional organisational skills
• Strong stakeholder management
• Professional judgement and discretion
• Adaptability and flexibility
• Project coordination and execution
• Problem-solving and critical thinking
• Collaboration and teamwork
• Continuous improvement focus
• Customer-service orientation

Reporting Relationship This role supports the Pharma Canada Leadership Team and works closely with senior leaders, offshore administrative resources, and key internal and external stakeholders to ensure efficient business operations and executive effectiveness.

Location: Canada

Function: Executive Administration / Business Support

Employment Type: Full-Time