Nous sommes les Laboratoires Pierre Fabre, leader mondial qui allie expertise pharmaceutique et dermo-cosmétique pour accompagner les consommateurs et les patients à chaque étape de leur parcours de soins.
Notre portefeuille compte plusieurs franchises médicales et marques internationales dont Eau thermale Avène, Ducray, A-Derma, Klorane, René Furterer et Pierre Fabre Oral Care.
En nous rejoignant, vous intégrez une entreprise riche de sens, où la dimension humaine est essentielle. Vous devenez acteur du "We Care Movement", un mouvement qui valorise l'excellence et l'innovation au sein d'équipes passionnées. Ensemble, nous repoussons les limites de la science pour unir santé et beauté au bénéfice de tous, car à chaque fois que nous prenons soin d’une seule personne, nous rendons le monde meilleur.
Présents dans 120 pays et une équipe de plus de 10 000 collaborateurs, nous sommes fiers de créer un impact scientifique et humain, aujourd'hui et demain! Si prendre soin est au cœur de vos valeurs, rejoignez les Laboratoires Pierre Fabre et devenez un acteur clé du "We Care Movement".
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.
La première richesse des Laboratoires Pierre Fabre, sont les femmes et les hommes qui les composent disait M. Pierre Fabre.
Fiers de cet héritage, et convaincus que la diversité des parcours, des expériences et des identités renforce notre performance collective, nous nous engageons à promouvoir l’égalité des chances et à garantir un environnement inclusif pour tous. Dans le respect des lois en vigueur, toutes les candidatures sont étudiées avec la même attention, sans distinction d’origine, de sexe, d’âge, de situation de handicap, d’orientation sexuelle, d’identité de genre, de croyances ou de toute autre caractéristique protégée par la loi.
