Administrative Assistant, Executive

Sandoz - Montréal, QC (30 days ago)

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927 million. That’s how many lives our Novartis group products touched last year. And while we’re proud of that, in this world of digital and technological transformation, we must also ask ourselves this: how can we continue to improve and extend even more people’s lives?

We believe the answers are found when curious, courageous and collaborative people like you are empowered to ask new questions, make bolder decisions and take smarter risks.

We are Sandoz, a Novartis Division. Join us and help reimagine medicine.

In this role, you will provide administrative support to the Vice-President of Legal Affairs as well as to lawyers and the Intellectual Property team.

Your responsibilities:
Assist the Vice President of Legal Affairs in her activities and projects.
Keep the Vice President’s diary up to date, plan her travel, answer calls, organize meetings and departmental activities, and monitor files, deadlines and emails.
Prepare the monthly reports for the Vice President’s credit card and the department’s P-Card.
Anticipate the Vice President’s needs regarding particular files/projects and prepare the necessary documents as required.
Follow up on invoices from various law offices, encode them, have them approved and forward them to Dorval for payment; ensure that the required SOPs are in place.
Take the actions required to arrange the arrival and integration of new employees in the department, including welcoming new starters, organizing meetings and answering any questions. Ensure that the workplace is operational and that IT equipment is ready in time.
Budget: Assist in drawing up expense budgets and ensure that they are monitored throughout the year. Ensure reporting is done on the department budget every quarter with Global.
Prepare, review and/or correct various departmental documents.
Order stationery and office equipment for the department.
Open supplier accounts (SIM).
Prepare purchase orders and cheque requests and ensure that they are followed up.

Minimum requirements

Professional college studies (DCS) in secretarial studies;
Excellent written and spoken communication skills in French and English;
Excellent knowledge of the Office suite; SAP is an asset
Attention to detail is essential.
Knowledge of the pharmaceutical industry (an asset)
Legal experience required
Knowledge of legal research tools (an asset).

At Sandoz Canada, we are committed to equitable access to employment opportunities and workplace diversity.

Only candidates selected for an interview will be contacted.



Business Unit




Work Location

Montreal South Shore – Boucherville

Company/Legal Entity

Sandoz Canada

Functional Area

Facilities & Administration

Job Type

Full Time

Employment Type