Executive Assistant

Pierre Fabre is a French pharmaceutical company, pioneer in dermo-cosmetics with notably iconic brands, Avène and Klorane.

With more than 10,000 employees worldwide, the company has subsidiaries in 42 countries. In 2020, Pierre Fabre Group generated over 2,3 Billion euros in revenues.

Nature is at the heart of our approach at Pierre Fabre, to explore and innovate for health care and beauty. A company with strong values, our purpose is at the core of our commitment to inspire our work every day.

“Every time we care for a single person, we make the whole world better.”

In the expansion of our Australian subsidiary based in North Sydney, we are currently seeking candidates to fill in a

position as

KEY ACCOUNTABILITIES

Meeting and Event Management

• Coordinate internal and external events, meetings, and activities for the Executive Committee and wider business.

Administrative Support and Confidentiality

• Maintain files and records and ensure that information is treated and carried out with the utmost confidentiality.
• Create PR & PO in Dynamix for invoices as required.

Executive and Strategic Project Support

• Assist Executive Team by providing support to ensure the successful delivery of Pierre Fabre Australia strategic projects.
• Complete Ad Hoc requests as set out by the EXCOM.

Office Management

• Deliver a seamless reception experience while managing administrative and clerical tasks.
• Welcome clients and visitors in a professional and friendly manner.
• Answer the main switchboard courteously and professionally, ensuring all incoming calls are attended to and redirected appropriately.
• Identify potential adverse events and escalate to the Local Safety Officer within 24 hours.
• Process, register, and distribute all incoming mail; arrange couriers and manage postal supplies.
• Maintain the appearance and functionality of office spaces, including the boardroom, communal kitchen, and reception areas. Ensure regular communication updates on the TV display.
• Oversee procurement and management of office supplies, including stationery, small IT equipment, business cards, SIM cards, swipe cards, car parking, and kitchen supplies, ensuring consistent availability.
• Manage the company’s address book and contact list.
• Coordinate with building management and contractors for office repairs, maintenance, remodeling, and internal moves.
• Liaise with contractors and suppliers for price negotiations, contracts, follow-up, and service delivery.

Workplace Health & Safety

• Act as the designated First Aid Officer and Fire Warden to ensure compliance with workplace health and safety standards.
• Responsibilities include responding to first aid situations, assisting during emergency evacuations, and maintaining readiness for fire safety procedures.
• Participate in regular safety drills and ensure emergency equipment (e.g., first aid kits, fire extinguishers) is accessible and up to date.

Facilities and Building Management

• Liaise with the building manager for maintenance tasks, building checks, etc.
• Manage Grace storage and destruction bin.
• Manage the product allocation process.
• Manage the storage unit effectively.
• Manage and create business cards for the business.

Technology and Business Programs

• Manage business programs such as Egencia, Uber for Business, and American Express.

Human Resources Collaboration

• Work closely with the HR Department on ad-hoc projects (e.g., Policy management and execution).

The position of Executive Assistant is developed within a dynamic and fast-paced environment at Pierre Fabre Australia. The role involves extensive interaction with various internal and external stakeholders, including the Executive Committee, building managers, and external service providers. The position requires a high degree of confidentiality, discretion, and diplomacy due to the sensitive nature of the information handled.

Most Complex Problems to Be Solved and Difficulties to Be Overcome:

1.Coordination and Collaboration: Managing and coordinating numerous events, meetings, and activities simultaneously can be complex and requires effective time management and organizational skills.

2.Confidentiality and Data Management: Ensuring the utmost confidentiality in handling sensitive information and maintaining files and records is a critical aspect of the role.

3.Stakeholder Engagement: Creating and delivering effective internal communications to engage and inform both internal and external stakeholders can be challenging, especially in ensuring that all information is accurate and timely.

4.Project Support: Assisting the Executive Team in the successful delivery of strategic projects requires a deep understanding of the company's goals and the ability to prioritise and manage multiple tasks efficiently.

5.Technological Proficiency: Effectively managing various business programs such as Egencia, Uber for Business, and American Express demands a high level of technological proficiency and adaptability.

Level of Autonomy:

• Workplace : A full-time, on-site role (5 days per week), requiring presence in the office during standard business hours.
• Work Organisation: The role offers a significant level of autonomy in organising work tasks and setting priorities. The Executive Assistant is expected to manage their schedule and workload independently.
• Freedom of Action: There is a considerable degree of freedom in executing tasks, with the expectation to take the initiative and make decisions that align with the company's objectives and the Executive Committee's directives.
• Control of Activities: While the role involves a high level of autonomy, there is also a need for regular communication and collaboration with the Executive Team and other stakeholders to ensure alignment and effective execution of tasks.

• Minimum of 2 years of experience in a position supporting executives.
• Honesty and Confidentiality
• Well organised, time efficient and accurate
• Multi-tasking ability
• Exceptional written and verbal communication skills
• Advanced MS Office Suite skills (Word, Excel, Outlook, Teams, PowerPoint)
• Self-motivated, pro-active

We are convinced that diversity is a source of fulfillment, social balance and complementarity for our employees, which is why our offers are open to all, without restriction.