Executive Assistant

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 2019, 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.

Pierre Fabre is recognized as one of the "World's Best Employers 2021" by Forbes. Our group is ranked in the Top 3 in the cosmetics industry and in the Top 10 in the pharmaceutical industry worldwide. 

Your mission

As the Executive Assistant, you will report to Financial Director, your responsibilities and duties include, but are not limited to:

• Handle daily front desk operations, including greeting and assisting visiting clients, phone call answering and transfer, as well as the reception and management of mail and courier deliveries
• Responsible for meeting arrangements, including conference room booking
• Liaise with various departments (Finance, Operations, Medical Care, IT, etc.) of the company and coordinate work arrangements between different teams
• Plan staff or external event logistics, including but not limited to retreats, socials, celebrations and others
• Manage full spectrum of daily office administration and clerical support to the departments, ensure all staff have the necessary materials and resources to operate effectively
• Maintaining the office condition and arranging necessary repairs
• Assist in procurement process including vendor sourcing, price comparison and negotiation, service and contracts review related to IT and administration activities
• Assist in system approval procedures, including contract signing, PR/PO process, onboarding logistics, documentation
• Following up service invoice & payments for various departments
• Support operation team for clerical works, staff purchase distribution and stock counting
• Manage travel booking system, and maintain IT assets record and contract database
• Provide ad hoc support for events and projects of different functional team

Job Requirements

• Degree holder in Business Administration or related discipline
• 3-5 years of relevant experiences working with multi-national companies or retail industry 
• Highly organized, diligent, strong communication and with good interpersonal skills
• Experiences in office administration is a plus  
• Good command of written and spoken English and Chinese, French is a plus
• Proficient in Microsoft Office applications, MS Word, Excel, PowerPoint and Chinese Word Processing
• Experience in Dynamics, Microsoft solution is a plus

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.