Executive & Marketing Operations Specialist

PIERRE FABRE DERMO COSMETIQUE CANADA INC; Brossard; On-site; CAD 55,000 - 75,000; Full time

Job summary

Pierre Fabre Laboratories in Canada seeks an experienced Executive Assistant to provide comprehensive administrative support to the General Manager, leadership team, and Marketing Department. You will coordinate calendars, travel, events, and procurement while ensuring smooth operations across brands.

The role requires collaboration with multiple departments, attention to regulatory documentation, and fluency in English and French.

Qualifications

• Minimum 3 years of experience in an Executive Assistant or similar role.
• Experience supporting senior leadership teams is preferred.
• Experience with procurement, invoicing, and vendor management processes is an asset.
• Experience in the pharmaceutical, healthcare, consumer goods, beauty, or dermocosmetics industry is preferred.
• Fluent in English and French (written and spoken).

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, scheduling, and meeting coordination.
• Organize and facilitate corporate visits and internal events.
• Coordinate business travel arrangements through Egencia, including flights, accommodations, and itineraries.
• Support the implementation and adherence to internal communication policies.
• Prepare and coordinate launch documentation and promotional orders for all brands.
• Manage the creation and maintenance of product and promotional tool codes for all brands.
• Prepare regulatory and compliance documentation, including worksheets and labeling files.
• Coordinate production requests related to promotions and product requirements.
• Ensure the accuracy and timely completion of documentation for product launches and promotions.
• Provide administrative support to Brand Activation Managers across all brands.
• Coordinate coupon creation processes with external partners, including Redemco.
• Support marketing initiatives through project coordination and administrative follow-up.
• Assist in the preparation and organization of marketing materials and promotional tools.
• Submit vendor creation requests and maintain supplier information within internal systems.
• Create and manage Purchase Requisitions and Purchase Orders for the Marketing Department.
• Process marketing, digital, and agency invoices in accordance with company procedures.
• Coordinate with Finance and Accounting for timely invoice approval and payment.
• Support procurement processes, including ARIBA.
• Manage inventory and organization of product storage cabinets and sample inventories.
• 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

Organizational skills

Time management

Communication skills

Problem solving

Proactive mindset

Education

College diploma or university degree in Business Administration, Marketing, Office Administration, Communications, or a related field

Tools

SAP

ARIBA

Egencia

Microsoft Office

Job description

Pierre Fabre Laboratories in Canada seeks an experienced Executive Assistant to provide comprehensive administrative support to the General Manager, leadership team, and Marketing Department. You will coordinate calendars, travel, events, and procurement while ensuring smooth operations across brands.

The role requires collaboration with multiple departments, attention to regulatory documentation, and fluency in English and French.