Executive Assistant

Job description

Who we are ?

Pierre Fabre is the 2nd largest dermo-cosmetics laboratory in the world, the 2nd largest private French pharmaceutical group and the market leader in France for products sold over the counter in pharmacies.

Its portfolio includes several medical franchises and international brands including Pierre Fabre Oncologie, Pierre Fabre Dermatologie, Eau Thermale Avène, Klorane, Ducray, René Furterer, A-Derma, Naturactive, Pierre Fabre Oral Care. 

Established in the Occitanie region since its creation, and manufacturing over 95% of its products in France, the Group employs some 10,000 people worldwide. Its products are distributed in about 130 countries. 86% of the Pierre Fabre Group is held by the Pierre Fabre Foundation, a government-recognized public-interest foundation, while a smaller share is owned by its employees via an employee stock ownership plan. 

In 2021, Ecocert Environment assessed the Group’s corporate social and environmental responsibility approach in accordance with the ISO 26000 sustainable development standard and awarded it the “Excellence” level.

Since 2021 and for 3 consecutive years, the Laboratoires Pierre Fabre have been recognized as one of the "World's Best Employers 2023" by Forbes. Our group is ranked in the Top 10 in both the Pharmaceutical & the cosmetics industry. 

Here are some products provided by Pierre Fabre USA : EAU THERMALE Avène,Glytone, Klorane, Rene Furterer, Hemangiol

Your mission

EXECUTIVE ASSISTANT

Pierre Fabre , the second-largest private French pharmaceutical group and the world's second-largest dermo-cosmetics lab offers you a dynamic, purpose-driven career.  

Primarily owned by The Pierre Fabre Foundation, a government-recognized public-interest foundation, we take pride in our expertise in oncology. 

Beyond being employees, we act as entrepreneurs, and our work is a pursuit of purpose and performance. Join us in our mission to protect and preserve the health and sustainability of all people and our planet. Innovate, collaborate with healthcare professionals, and make a difference with " New Ways to Care ."  

Join Pierre Fabre USA to make a real impact in people's lives. Your purposeful career begins here. 

SUMMARY:

The Executive Assistant provides top-level administrative support to the CEO, serving as the primary point of contact for internal and external stakeholders. This role demands exceptional organizational skills, unwavering professionalism, and the capacity to handle administrative tasks with discretion and confidentiality. The Senior Executive Assistant ensures the CEO's office functions seamlessly and contributes to the overall success of the organization.

KEY RESPONSIBILITIES:

Executive Support:

·  Manage the CEO's calendar and travel arrangements. Act as a gatekeeper, screening and managing requests for the CEO's time and attention.
·  Keep overall PFP master calendar to set up and coordinate meetings with the US management team, PF HQ, affiliates, and company team members, including weekly, monthly, and quarterly meetings.
·  Support CEO and management team with the preparation and review of expense reports
·  Manage high-level correspondence, and craft internal and external professional communications.
·  Organize and maintain electronic files via OneDrive, Sharepoint, and/or Teams, ensuring easy access to critical documents.
·  Maintain confidentiality and handle sensitive information with discretion.
·  Anticipate and address issues, resolving them proactively and professionally.
·  Offer creative solutions to administrative challenges.

Events and Travel Coordination and Administration:

·  Coordinate and manage various corporate events and meetings, locally and internationally such as team offsites, field meetings, and congresses.
·  Oversee logistics for group meetings and events, covering site selection, contract negotiations, event planning, team building, travel arrangements, accommodations, agenda coordination, audiovisual and food and beverage planning, and budget management for an enhanced participant experience.
·  Coordinate HQ visits to the US and travel for US members to France

Facility :

·  Manage the office in coordination with Dermo-Cosmetic EA,  including meeting room assignments, building management communication; supply orders, catering and set up for onsite events.
·  Maintain associated purchase orders for facility related invoicing. 
·  Provide ad-hoc administrative support, including ordering supplies.

Budget and Project Management:

·  Support financial processes such as new vendor onboarding, Purchase Order initiation, etc in close partnership with project owner and finance
·  Manage special projects and initiatives, tracking progress and budget to ensure successful implementation and alignment with organizational goals and timelines.

Employee Engagement and Team leadership:

·  Foster a culture of accountability, transparency, and excellence.
·  Cultivate and maintain positive relationships with key internal and external stakeholders.
·  Facilitate communication and collaboration among different departments and teams, improving cross-functional effectiveness.
·  Support onboarding/offboarding activities within team.
·  Foster company morale and well-being through the management of wellness programs, employee events, and the distribution of birthday and anniversary awards. Organize employee-focused events.
·  Other duties as requested by the Business.

Required Education and Experience :

·  Bachelor's degree in business, management, or a related field (Master's degree preferred).
·  Proven experience in a similar leadership role, preferably in a mid-size company.
·  Strong strategic thinking, problem-solving, and decision-making abilities.
·  Excellent project management skills and the ability to prioritize and execute multiple tasks efficiently.
·  Exceptional communication and interpersonal skills.
·  Ability to maintain confidentiality and exercise sound judgment.
·  Strong leadership and team management skills.
·  Highly collaborative and strong customer service mindset.

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits of being a Pierre Fabre Employee

Join Pierre Fabre for competitive benefits including three medical plans, dental and vision coverage, voluntary benefits, a 401(k) plan, and more! Our offerings also include a hybrid work policy, a generous PTO policy and company holidays, paid parental leave, discounts on our products, learning and development opportunities, and access to mental health and wellness programs, creating a well-rounded work experience for our employees.

Pierre Fabre  

Pierre Fabre has been recognized by Forbes as one of the " World's Best Employers " for the 3rd year running.

https://www.pierre-fabre.com/en-us

True to My Nature

Pierre Fabre is an equal employment opportunity employer and does not discriminate against any applicant because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, gender expression and identity, disability, genetic information, veteran status, military status, application for military service or any other class protected by state or federal law.

other class protected by state or federal law.

Who you are ?

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.