Executive & Marketing Assistant

Pierre Fabre Laboratories; Estrie; On-site; CAD 55,000 - 85,000; Full time

Job summary

Pierre Fabre Laboratories is seeking an Executive Assistant to the General Manager & Marketing Associate to provide high-level administrative support and coordinate marketing processes across all brands, including Avène, Ducray, René Furterer, and Klorane. The role partners with leadership, Sales, Finance, and Regulatory Affairs to ensure efficient meetings, travel, and documentation flows.

Ideal candidates have 3+ years in EA/administrative roles, strong English and French communication, and

Qualifications

• Minimum of 3 years of experience in an Executive Assistant, Administrative Coordinator, Marketing Coordinator, Marketing Associate, or similar role.
• Experience supporting senior leaders and cross-functional teams is preferred.
• Experience managing procurement, purchasing, invoicing, and vendor-related processes is an asset.
• Project management experience or certification is considered an asset.
• Experience within the pharmaceutical, healthcare, consumer goods, beauty, or dermocosmetics industry is preferred.

Responsibilities

• Coordinate Leadership Team (CODIR) meetings, including scheduling, agendas, logistics, minutes, and action follow-ups.
• Manage the General Manager's calendar, priorities, and meeting schedule.
• Screen, coordinate, and prioritize meeting requests.
• Prepare presentations, reports, and meeting materials for leadership meetings and business reviews.
• Organize and facilitate corporate visits, internal meetings, and leadership events.
• Coordinate business travel arrangements through Egencia, including flights, accommodations, itineraries, and travel logistics.
• Support internal communications policies; maintain confidential records and sensitive information.
• Support internal communications on behalf of the GM and Leadership Team.
• Coordinate key marketing administrative processes across all brands.
• Facilitate communication between Marketing, Sales, Finance, Regulatory Affairs, Operations, and external partners.
• Support the execution of product launches, promotional programs, and commercial activities.
• Maintain documentation standards and compliance for marketing programs and promotions.
• Track deliverables, deadlines, and follow-up actions from Marketing and Leadership Team meetings.
• Prepare, consolidate, and maintain departmental trackers, reports, and status updates.
• Identify opportunities to improve administrative efficiency and process effectiveness within Marketing.
• Prepare and coordinate launch documentation and promotional order forms for all brands, including internal BDC and promotional orders.
• Manage the creation and maintenance of product codes and promotional tool codes for all brands.
• Prepare and coordinate regulatory and compliance documentation, including worksheets, labeling files, and related materials.
• Coordinate production requests related to promotional activities and product requirements.
• Ensure documentation accuracy and timely completion to support successful business execution.
• Manage inventory and organization of product storage cabinets and sample inventories for all brands.
• Coordinate office supply purchasing and inventory management.
• Support logistics for internal meetings, events, and office operations.
• Maintain an organized, efficient, and professional office environment.

Skills

Executive support

Calendar management

Cross-functional collaboration

Travel coordination

Communication

Education

College diploma (CEGEP)

Tools

Microsoft Office

SAP

ARIBA

Egencia

Job description

Be the strategic force behind the big picture: support high-impact marketing campaigns while managing executive success!

Pierre Fabre, the world's second-largest dermo-cosmetics laboratory and the second-largest French private pharmaceutical group, offers you a dynamic and meaningful career.

We are proud to carry iconic and globally recognized brands such as Avène, Ducray, René Furterer, and Klorane, names that are part of the daily lives of millions of people around the world.

The Executive Assistant to the General Manager & Marketing Associate provides executive administrative support to the General Manager and Leadership Team while coordinating key marketing administrative processes across all brands.

The role serves as an important link between Marketing and cross-functional departments, ensuring efficient execution of meetings, communications, compliance documentation, procurement activities, promotional programs, and business processes. The position requires a high level of organization, professionalism, discretion, and collaboration.

Allocation of Responsibilities

• 40% Executive Assistant Support to the General Manager and Leadership Team
• 60% Marketing Administration, Coordination, and Organizational Support

Responsibilities

• Coordinate Leadership Team (CODIR) meetings, including scheduling, agenda preparation, meeting logistics, minutes, and follow-up on action items.
• Manage the General Manager's calendar, priorities, and meeting schedule.
• Screen, coordinate, and prioritize meeting requests.
• Prepare presentations, reports, and meeting materials for leadership meetings and business reviews.
• Organize and facilitate corporate visits, internal meetings, and leadership events.
• Coordinate business travel arrangements through Egencia, including flights, accommodations, itineraries, and travel logistics.
• Support the implementation and adherence to internal communication policies.
• Maintain confidential records and sensitive business information.
• Support internal communications on behalf of the General Manager and Leadership Team.

Marketing Coordination & Business Administration (60%)

• Coordinate key marketing administrative processes across all brands.
• Facilitate communication and follow-up between Marketing, Sales, Finance, Regulatory Affairs, Operations, and external partners.
• Support the execution of product launches, promotional programs, and commercial activities.
• Maintain documentation standards and compliance requirements related to marketing programs and promotional activities.
• Track deliverables, deadlines, and follow-up actions arising from Marketing and Leadership Team meetings.
• Prepare, consolidate, and maintain departmental trackers, reports, and status updates for Marketing and Leadership Team review.
• Identify opportunities to improve administrative efficiency and process effectiveness within the Marketing organization.

Documentation Management

• Prepare and coordinate launch documentation and promotional order forms for all brands, including internal BDC and promotional orders for customers and banners.
• Manage the creation and maintenance of product codes and promotional tool codes for all brands.
• Prepare and coordinate regulatory and compliance documentation, including worksheets, labeling files, and related materials.
• Coordinate production requests (feuille de travail) related to promotional activities and product requirements.
• Ensure documentation accuracy and timely completion to support successful business execution.

Marketing Administrative Support

• Provide administrative and coordination support to Brand Activation Managers (BAMs) across all brands.
• Coordinate marketing projects and cross-functional follow-up activities.
• Oversee the administration of couponing and consumer promotion programs with external partners, including Redemco.
• Support the preparation and organization of marketing materials and promotional tools.
• Assist in the coordination and execution of brand initiatives, meetings, and events.
• Manage inventory and organization of marketing samples and product inventories used for promotional, commercial, and educational activities.
• Coordinate the distribution and tracking of product samples and marketing materials.
• Submit vendor creation requests and maintain supplier information within internal systems.
• Create and manage Purchase Requisitions (PRs) and Purchase Orders (POs) for the Marketing Department.
• Process marketing, digital, agency, and promotional invoices in accordance with company policies and procedures.
• Coordinate with Finance and Accounting teams to ensure timely invoice approval and payment.
• Monitor and follow up on procurement and invoicing activities to ensure compliance and efficiency.

Office Coordination

• Manage inventory and organization of product storage cabinets and sample inventories for all brands.
• Coordinate office supply purchasing and inventory management.
• Support logistics for internal meetings, events, and office operations.
• Maintain an organized, efficient, and professional office environment

Education

• College diploma (CEGEP).
• Additional training in project coordination, administration, procurement, or business support is considered an asset.

Experience

• Minimum of 3 years of experience in an Executive Assistant, Administrative Coordinator, Marketing Coordinator, Marketing Associate, or similar role.
• Experience supporting senior leaders and working with cross-functional teams is preferred.
• Experience managing procurement, purchasing, invoicing, and vendor-related processes is an asset.
• Project management experience or certification is considered an asset.
• Experience within the pharmaceutical, healthcare, consumer goods, beauty, or dermocosmetics industry is preferred.

Languages

• Fluent in English and French (written and spoken).

Computer Skills

• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• Experience with SAP, ARIBA, Egencia, or similar business systems is an asset.