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About the Role
Pierre Fabre is seeking a Personal Assistant to support their Australian subsidiary in North Sydney. This full-time role involves extensive interaction with internal and external stakeholders and requires a high degree of confidentiality, discretion, and diplomacy.
Responsibilities
- Coordinate internal and external events, meetings, and activities for the Executive Committee and wider business.
- Maintain files and records, ensuring information is treated with utmost confidentiality.
- Create PR & PO in Dynamix for invoices as required.
- Assist Executive Team by providing support to ensure the successful delivery of Pierre Fabre Australia strategic projects.
- Complete Ad Hoc requests as set out by the EXCOM.
- Deliver a seamless reception experience while managing administrative and clerical tasks.
- Welcome clients and visitors in a professional and friendly manner.
- Answer the main switchboard courteously and professionally.
- Identify potential adverse events and escalate to the Local Safety Officer within 24 hours.
- Process, register, and distribute all incoming mail; arrange couriers and manage postal supplies.
- Maintain the appearance and functionality of office spaces.
- Oversee procurement and management of office supplies.
- Manage the company’s address book and contact list.
- Coordinate with building management and contractors for office repairs, maintenance, remodeling, and internal moves.
- Liaise with contractors and suppliers for price negotiations, contracts, follow-up, and service delivery.
- Act as the designated First Aid Officer and Fire Warden to ensure compliance with workplace health and safety standards.
- Respond to first aid situations, assist during emergency evacuations, and maintain readiness for fire safety procedures.
- Participate in regular safety drills and ensure emergency equipment is accessible and up to date.
- Liaise with the building manager for maintenance tasks, building checks, etc.
- Manage Grace storage and destruction bin.
- Manage the product allocation process.
- Manage the storage unit effectively.
- Manage and create business cards for the business.
- Manage business programs such as Egencia, Uber for Business, and American Express.
- Work closely with the HR Department on ad-hoc projects.
Requirements
- Minimum of 2 years of experience in a position supporting executives.
- Honesty and Confidentiality
- Well organised, time efficient and accurate
- Multi-tasking ability
- Exceptional written and verbal communication skills
- Advanced MS Office Suite skills (Word, Excel, Outlook, Teams, PowerPoint)
- Self-motivated, pro-active
Skills
- Time management
- Organizational skills
- Confidentiality
- Data management
- Stakeholder engagement
- Project support
- Technological proficiency
- MS Office Suite (Word, Excel, Outlook, Teams, PowerPoint)
Location
- North Sydney
Work Type
- Full time
- On-site
Experience Level
- Minimum of 2 years of experience supporting executives
About the Company
- Pierre Fabre is a French pharmaceutical company, pioneer in dermo-cosmetics with notably iconic brands, Avène and Klorane.
- With more than 10,000 employees worldwide, the company has subsidiaries in 42 countries.
- In 2020, Pierre Fabre Group generated over 2,3 Billion euros in revenues.
- Nature is at the heart of our approach at Pierre Fabre, to explore and innovate for health care and beauty.
- A company with strong values, our purpose is at the core of our commitment to inspire our work every day.
- “Every time we care for a single person, we make the whole world better.”
Equal Opportunity
- 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.