Executive and Marketing Assistant

Job description

Who we are ? We are Pierre Fabre Laboratories, a global leader combining pharmaceutical expertise with dermo-cosmetics to support consumers and patients at every stage of their care journey. Our portfolio includes several medical franchises and international brands such as Eau Thermale Avène, Ducray, A-Derma, Klorane, René Furterer, and Pierre Fabre Oral Care. By joining us, you become part of a meaningful company where the human dimension is essential. You become a participant in the "We Care Movement," a movement that values excellence and innovation within passionate teams. Together, we push the boundaries of science to unite health and beauty for the benefit of all, because Every time we care for a single person, we make the whole world better. Present in 120 countries with a team of over 10,000 employees, we are proud to create a scientific and human impact, today and tomorrow! If caring is at the heart of your values, join Pierre Fabre Laboratories and become a key player in the “We Care Movement". Your mission MISSION The Executive Assistant & Administrative Assistant provides comprehensive administrative, operational, and organizational support to the General Manager, Leadership Team, and Marketing Department. The role ensures the efficient execution of leadership activities, executive scheduling, travel coordination, marketing administration, procurement processes, and office operations. The position serves as a key point of coordination between departments and external partners, supporting all brands through the management of documentation, promotional logistics, invoicing processes, compliance requirements, and office administration. RESPONSABILITIES Executive & Leadership Team Support Coordinate Leadership Team (CODIR) meetings, including scheduling, agenda preparation, meeting logistics, minutes, and follow-up on action items. Manage the General Manager’s calendar, scheduling, and meeting coordination. Organize and facilitate corporate visits and internal events. Coordinate business travel arrangements through Egencia, including flights, accommodations, and itineraries. Support the implementation and adherence to internal communication policies. Sales Documentation & Logistics Management Prepare and coordinate launch documentation and promotional order forms for all brands, including internal BDC and banner promotional orders. Manage the creation and maintenance of product and promotional tool codes for all brands. Prepare regulatory and compliance documentation, including worksheets, labeling files, and related materials. Coordinate production requests (feuille de travail) related to promotions and product requirements. Ensure the accuracy and timely completion of documentation required for product launches and promotional activities. Marketing Support Provide administrative support to Brand Activation Managers (BAMs) across all brands. Coordinate coupon creation processes with external partners, including Redemco. Support marketing initiatives through project coordination and administrative follow-up. Assist in the preparation and organization of marketing materials and promotional tools. Procurement & Invoice Management Submit vendor creation requests and maintain supplier information within internal systems. Create and manage Purchase Requisitions (PRs) and Purchase Orders (POs) for the Marketing Department. Process marketing, digital, and agency invoices in accordance with company procedures. Coordinate closely with Finance and Accounting teams to ensure timely invoice approval and payment. Support the implementation and ongoing management of procurement processes, including ARIBA. Office Coordination Manage inventory and organization of product storage cabinets and sample inventories for all brands. Coordinate office supply purchasing and inventory management. Support logistics for internal meetings, events, and office operations. Maintain an organized, efficient, and professional office environment KEY COLLABORATIONS This role works closely with: General Manager Leadership Team Marketing Department Sales Department Operations Department Finance & Accounting Department External suppliers, agencies, and service providers KEY SKILLS Education College diploma or university degree in Business Administration, Marketing, Office Administration, Communications, or a related field. Additional training in administrative management, project coordination, procurement, or business operations is considered an asset. Experience Minimum of 3 years of experience in an Executive Assistant, Administrative Coordinator, Administrative Associate, or similar role. Experience supporting senior leadership teams is preferred. Experience with procurement, invoicing, and vendor management processes is an asset. Experience in the pharmaceutical, healthcare, consumer goods, beauty, or dermocosmetics industry is preferred. Languages Fluent in English and French (written and spoken). Computer Skills Advanced proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word). Experience with SAP, ARIBA, Egencia, or similar business systems is an asset. Soft Skills Required for Success Exceptional Organizational & Time Management Skills – Ability to manage multiple priorities, deadlines, meetings, and projects simultaneously while maintaining accuracy and attention to detail. Strong Communication & Interpersonal Skills – Ability to communicate effectively and professionally with senior leaders, cross-functional teams, external partners, and visitors in both English and French. Proactive & Solution-Oriented Mindset – Ability to anticipate needs, take initiative, solve problems independently, and adapt quickly in a fast-paced environment. Who you are ? At Pierre Fabre Laboratories, we believe that our greatest asset is our people. We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee based on race, color, religion, creed, national origin or ancestry, sex, sexual orientation, gender identity or expression, age, physical or mental disability, veteran or military status, genetic information, or any other legally recognized protected basis under federal, state, or local law. The information collected by this application is solely to determine suitability for employment, verify identify, and maintain employment statistics on applicants. Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. Please inform the company’s personnel representative if you need assistance completing this application or to otherwise participate in the application process. Thus, we commit to considering all applications equally, without fail.