Administrative Assistant

Job Title :

Executive Administration

Job Profile :

Executive Administration

JOB INFORMATION

Approved Job Profile :

Executive Administration

REVIEWER COMMENTS

Date

Reviewer Name

Reviewer Comments

NA

NA

NA

ORGANIZATION

Job Family :

Administration

Job Sub-Family :

Administration

Division :

Abbott Vascular

Job Summary

To provide all support related to administrative requirements.

Core Job Responsibilities

Vendor Management & Payments :

Understanding the company policy regarding vendor management and explaining it to the vendors

Coordinating with finance team to release vendor’s payments on time

Preparing MIS for all the payments released, due and outstanding

To verify and check all expense claims and PRF’s for any discrepancies, legitimacy, non-repetition and to ensure supporting documents such as SRF, ICRP and HRF are attached

Rolling out checklist for Expense Claim to ensure that everyone is aware of all the documents required at the time of submission of expenses

Keeping records of employee claims, submitted to finance after appropriate approvals, track the process and expected date of payment

Arranging for Meetings and Conferences :

Making necessary arrangements and support for conducting / attending business meetings by team members and physicians

Making Travel arrangements including Ticketing / Visa / Insurance & Forex where applicable

Cab arrangements for airport / station transfers

Hotel booking and hospitality arrangements

Arrangements for all training / meeting / promotional materials

Timely submission of year end Accruals with supporting documents :

To submit year-end accruals along with supporting documents on time

To follow up with the teams for accruals and supporting documents and collating all the details before submission

Coordinating with various vendors to get their outstanding statements on time and segregating it according to the cost centres

Office Management & Corporate Administration :

Facility management, which includes office maintenance, fulfilling stationery requirements, housekeeping and security maintenance, pantry requirements, handling petty cash, inventory of companies’ fixed assets, maintenance of all electronic equipment’s and pest control and keeping records of leaves for each employee of the region

Documentation and Processing such as Honorarium Request Forms, SOS Letters, SRF’s etc. :

Preparation of documents before sponsoring or conducting an event like sponsorship request forms, scope of sponsorship letters, honorarium request forms and professional agreements in coordination with the team members

Seeking appropriate approvals from higher authorities

Allocating reference numbers to the approved sponsorship request forms, single reference numbers for SRF’s submitted for one event, to have an overview of all the physicians attending such conferences and total budget proposed / expense incurred

Maintain and file all original approved documents along with brochures etc. also maintaining soft copies of all the events and creating index on excel file for tracking

Minimum Qualifications

Minimum Education

Graduation in any stream.

Education Level

Major/Field of Study

Bachelor’s Degree

Science / Commerce

Licenses/ Certifications

Other License/Certification

APPROVERS

SIGNATURE & DATE