Executive assistant

Nemera is a world leader in the design, development, and manufacturing of innovative drug delivery devices for the pharmaceutical, biotechnology, & generics industries. With locations worldwide, some of our services and products include eyedroppers, pumps, valves, inhalation devices, airless dispensers, and auto-injectors.

Working at Nemera means being part of a team that truly enjoys working together and always goes the extra mile to deliver on its commitments. We’re proud of the work we do because it improves patients’ lives.

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS: 

• Calendar Management: Efficiently manage the Plant Leadership calendar, coordinating internal and external meetings, conferences, and events. Prioritize and schedule appointments to ensure optimal time management.
• Travel Coordination: Arrange and coordinate complex domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries. Anticipate travel needs and address any potential issues. Monitor and evaluate costs. Process travel expenses and reimbursements utilizing Concur.
• Expense Reporting: Handle the Plant Leadership expense reporting, meticulously tracking and reconciling expenses in accordance with company policies. Maintain accurate records for budget tracking.
• Board Meeting Preparation: Coordinate and prepare materials for board meetings, ensuring timely distribution of agendas, presentations, and other relevant documents. Assist in logistics and coordination of board meetings. Attend meetings when necessary to take minutes and assist with follow-up tasks.
• Event Management: Assist in planning, coordinating, and executing corporate events, conferences, and executive retreats. Ensure smooth execution and attention to detail. Coordinate and schedule meetings, including arranging conference rooms, setting up necessary equipment, and preparing meeting materials.
• Correspondence: Manage and respond to emails, letters, and other forms of communication on behalf of the Plant Leadership. Draft and edit correspondence with a high degree of professionalism.
• Project Management: Utilize project management skills to oversee and support various projects and initiatives. Implement new processes, track budgets, timelines, and milestones.
• Facilitation and Leadership: Act as a facilitator to streamline communication and decision-making processes. Collaborate with internal teams and external partners to drive successful outcomes.
• Confidentiality: Maintain the highest level of confidentiality when handling sensitive information, both internally and externally.
• Process Improvement: Identify opportunities for process improvement and operational efficiency. Implement best practices to enhance the Plant Leadership workflow.
• Positive Leadership: Embody a positive and proactive attitude, setting an example for professionalism and dedication. Serve as a leader within the administrative team.
• Performs additional duties as assigned by Plant Leadership and/or other executives. 

POSITION REQUIREMENTS: 

• Bachelor’s degree in business administration or related field preferred.
• 5+ years of experience supporting executive-level professionals
• Exceptional knowledge of PowerPoint, Word, Excel, Outlook, and computers/systems (especially Microsoft Teams video conferencing).
• Prior experience in manufacturing industry strongly preferred.

PREFERRED KNOWLEDGE/SKILLS:

• Excellent communication skills, analytical skills, written and verbal skills.
• Strong ability to work collaboratively in a team.
• Excellent organizational and time management skills along with attention to detail with proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Able to multi-task, prioritize and work within deadlines.
• Advanced Microsoft Office Suite skills, 
• Be a self-starter with excellent attention to detail, problem solving, decision making and follow-through skills.

WORK ENVIRONMENT:

• Works in an office and manufacturing environment with moderate noise level.
• Must wear PPE when entering warehouse and manufacturing areas.
• Must be able to lift up to 35lbs.

Le poste est à pourvoir pour début janvier 2024.