Executive Assistant - All Gender

Job description

Le contenu du poste est libellé en anglais car il nécessite de nombreuses interactions avec nos filiales à l’international, l'anglais étant la langue de travail.

ABOUT THE JOB

At Sanofi Consumer Healthcare, we have one shared mission – we work passionately, every day, to ‘serve healthier, fuller lives’ now and for the generations to come.

In order to do so, we strive to act as a force for good by integrating sustainability along our business and employees’ mission and operate responsibly from both a social and environmental point of view.

Everything we do is centered around people’s interests – our consumers, our customers, healthcare professionals, and our employees – across the world.

We are building loved brands that serve 1bn consumers worldwide, through our key platforms: Allergy, Physical & Mental Wellness, Pain, Digestive Wellness and Cough, Cold & Flu.

We aspire to become the best Fast Moving Consumer Health (FMCH) company In & For the world and we aim to build a work environment where people can thrive, grow, enjoy and be at their best.

Our Team

We are seeking a talented, highly motivated, Executive Assistant to support the Chief Quality Officer CHC and Quality Leadership team plus with other CHC Global Leadership team members.

Main responsibilities

Ensure administrative executive support:

o Manage calendars, meeting planning,

o Meeting room bookings, bookings for events/committees,

o Manage travel bookings in CONCUR (bookings, modifications, cancellations) and specific OM outside CONCUR, check pre-travel information on sanitary measures and site safety regulations for travelers, check on travel policy compliance

o Expenses reports in CONCUR

o Visa applications,

o Monthly organization chart updates,

o Purchase orders in LEO and CANDEX regarding Consultant recruitment or CHLOE2 requests (creation, validation follow-up),

o Ordering supplies in LEO,

o Registration of visitors to the site, requests for visitor badges on Proxyclick, requests for temporary and permanent badges for Sanofi staff,

o Follow-up request for badge, locker, laptop and professional mobile for new Sanofi staff hired or for site change/transfer,

o Publication of personnel announcements,

o Serenest bookings: breakfast or lunch for special events/committees,

o Tracking of postal letters and DHL shipments,

o Replacement of other Executive Assistants during holidays, manage other teams

o Liaise with hospitality officers for all site requests (visitors, staff or technical

intervention),

Proactively manage the office tasks

o Management of office equipment (laptop, phones, badges, accessories, etc.)

o Budget follow up (PR, receptions, update excel files, invoicing follow-up, etc.)

o Management of internal and external: on & off boarding, follow- up and support before

arrivals on site

o Adhoc support to logistic: organization of specific meetings, workshops, town halls, etc.

Specific tasks related to Quality Team

·  Set-up, structure and maintain SharePoint & Teams.
·  Administer public and restricted access ·
·  Set-up and maintain intranet page for CHC Global Quality
·  Maintain different kind of lists (e.g. BPO matrix)
·  Administrative support to the “Pharmacien Responsible” (e.g. manage legalization of official documents)
·  Support on communications, Global Q Communication representative for CHC Global Quality
·  Attending GQ Communication meeting
·  Webinars organization (logistic & IT, pigeon hole, Q&A, Forms..)
·  Purchase orders creation and follow-up for CHLOE2, purchase orders for consultant personnel or supplies
·  Key reports on travel costs
·  Contact with site assistants to update the sites organization chart in line with new announcements
·  Site visit requests on APPY

Specific tasks related to Manufacturing Excellence

·  Help Manufacturing Excellence Leadership Teams in meetings/committees’ organization
·  Organising travel bookings and managing travel logistics by using different tools
·  Monitoring travel invoicing with the accounts department, dealing with late payments
·  Be the teams' point of contact for any technical assistance on the site
·  Site visit requests on APPY
·  Non-exhaustive list  

ABOUT YOU

·  Experience : Experience working to support the executive level a plus
·  Soft skills and technical skills:
·  Demonstrated ability to coordinate, prioritize and handle multiple priorities and projects simultaneously
·  Ability to navigate organization with minimal direction, in support of completing tasks
·  Must be dependable, organized, self-motivated
·  Demonstrated outstanding oral and written communication skills
·  Flexibility to accommodate constantly changing environment
·  Ability to build effective networks with other executive assistants
·  Knowledge and practice of pack office and Sanofi Tools: eBay or LEO, Concur, Teams, Yammer, etc.

·  Languages : Fluent in French and English (mandatory)

PURSUE PROGRESS. DISCOVER EXTRAORDINARY

Better is out there. Better medications, better outcomes, better science. But progress doesn’t happen without people – people from different backgrounds, in different locations, doing different roles, all united by one thing: a desire to make miracles happen. So, let’s be those people.

At Sanofi, we provide equal opportunities to all regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, or gender identity.

Watch our ALL IN video and check out our Diversity Equity and Inclusion actions at sanofi.com !

At Sanofi diversity and inclusion is foundational to how we operate and embedded in our Core Values. We recognize to truly tap into the richness diversity brings we must lead with inclusion and have a workplace where those differences can thrive and be leveraged to empower the lives of our colleagues, patients and customers. We respect and celebrate the diversity of our people, their backgrounds and experiences and provide equal opportunity for all.

As part of its diversity commitment, Sanofi is welcoming and integrating people with disabilities.