Executive Assistant - IBEX & IT

About Our Company:

At AstraZeneca, we pride ourselves on crafting a collaborative culture that champions knowledge-sharing, daring thinking, and innovation – ultimately providing employees with the opportunity to work across teams, functions and even the globe.

Recognizing the importance of individualized flexibility, our ways of working allow employees to balance personal and work commitments while ensuring we continue to build a strong culture of collaboration and partnership by engaging face-to-face in our offices 3 days a week. Our head office and BlueSky Hub in downtown Toronto are purposely crafted with collaboration in mind, providing space where teams can come together to strategize, brainstorm, and connect on key projects.

Our dedication to sustainability is also central to our culture and part of what makes AstraZeneca is a great place to work. We know the health of people, the planet and our business are interconnected which is why we’re taking bold actions to address some of the biggest challenges of our time, from climate change to access to healthcare and disease prevention.

Summary of Position:

This Executive Assistant role will manage department procurement and budget processes, including raising POs, managing invoices, and assisting with new vendor setups. You'll support the leadership team and finance partners with budget planning and tracking, ensuring compliance with company policies. Additionally, you'll handle calendar management, travel arrangements, and expense reports for the VP. You will also be a key player in streamlining processes and supporting special projects to improve departmental efficiencies.

What You’ll Do:

• Manage procurement and budget processes for the Innovation, Business Excellence, and IT (IBEX & IT) department including raising PO’s, managing invoices, payments and assisting in the new vendor set-up.
• Track progress of PO’s and spend versus budget commitments and support LT and finance business partners in understanding variances and supporting in re-phasing spend forecasts when necessary.
• Support Leadership team and Finance Business Partner with annual budget planning.
• Assist Finance Business Partner in the development and management of departmental cost center and monthly budgets.
• Calendar management for VP: set-up and organize IBEX & IT Leadership and Team meetings - participate where required.
• Planning and coordination of any departmental meetings and functional offsites; planning logistics and catering.
• Making travel arrangements for local and overseas trips and ensuring T&E policy compliance
• Prepare and process expense reports for VP, IBEX & IT
• Support with logistics related to onboarding of new staff and act as “neighbourhood champion” for IBEX & IT department being main point of contact for IBEX-IT teams.
• Identify, develop, implement, and support initiatives that streamline processes to improve efficiencies within IBEX-IT.
• Support with special projects as required.
• Stay up to date on all procurement and finance policies, compliance procedures and best practices.
• Manage compliance activities plan to monitor required activities.
• Ensure compliance with AstraZeneca Code of Conduct and company policies and procedures relating to people, finance, technology, security, and SHE (Safety, Health, and Environment)

What We’re Looking For:

• 5+ years’ work experience administratively supporting an executive and interacting with senior level personnel.
• Experience with department budgets, financials, procurement, and vendor management.
• Experience working with purchasing and procurement systems such as Coupa, and ERP systems such as SAP, Concur, Smartsheet.
• Strong team player with excellent collaboration skills and ability to work across multiple teams and stakeholders.
• Demonstrate good judgment and professionalism to handle sensitive and confidential information on behalf of VP and Senior Leaders.
• Strong communication skills, both verbal and written.
• Excellent organizational and time management skills with the ability to manage multiple priorities. 
• Ability to drive projects through to completion.
• Ability to work independently with minimum supervision and be a confident self-starter.
• Proficient in the MS Office suite with advanced skills in MS Word, Excel, PowerPoint, and Outlook etc.

Who We Are:

Great People want to Work with us! Find out why:

• GTAA Top Employer Award for 10 years
• Top 100 Employers Award
• Canada’s Most Admired Corporate Culture
• Learn more about working with us in Canada
• View our YouTube channel

Are you interested in working at AZ, apply today!

AstraZeneca is an equal opportunity employer that is committed to diversity and inclusion and providing a workplace that is free from discrimination. AstraZeneca is committed to accommodating persons with disabilities. Such accommodation is available on request in respect of all aspects of the recruitment, assessment and selection process and may be requested by emailing AZCHumanResources@astrazeneca.com.

AstraZeneca embraces diversity and equality of opportunity. We are committed to building an inclusive and diverse team representing all backgrounds, with as wide a range of perspectives as possible, and harnessing industry-leading skills. We believe that the more inclusive we are, the better our work will be. We welcome and consider applications to join our team from all qualified candidates, regardless of their characteristics. We comply with all applicable laws and regulations on non-discrimination in employment (and recruitment), as well as work authorization and employment eligibility verification requirements.