Strategic Executive & Marketing Coordinator

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

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