Operational & Marketing Assistant

Purpose

Support the organization of events, is responsible for filing and tracking support documents for field and marketing activity, occasionally ensures travel logistics for colleagues in the field and marketing departments, participates in budgeting (PAC File), is part of the internal financial process of requesting and approving expenses (PR, PO, SES, etc. ).

Main Responsibilities

•    Support the organization of marketing events in own department: make sure the deadlines are kept as per local & internal regulations, prepare & file the documentation of the events, liaise with events’ organizers – brand managers, marketing agencies, field force colleagues.
•    Draft appropriate contracts for suppliers and collaborators as per internal contract templates.
•    File documentation and promotional materials for assigned products
•    Handle the logistics for assigned events, internal and/or external: plane tickets, accommodation, transfers, business meals, venue selection, etc.
•    Provide informational and logistic support for the Medical Representatives/Key Accounts Managers/Department Managers
•    Perform Purchasing activities as per internal system (SAP).
•    Track the invoicing process related to own department.
•    Participate in budget exercises: introduce the budget data for the assigned budget owners as per their direction in internal system and support them in this process.
•    Communicate and keep good relations with suppliers, collaborators and colleagues to fulfill the required activity.
•    Perform front-desk duties: receive incoming visitors and assist them, handle courier shipments for own department or others, as per needs.

Key requirements

•    Bachelor degree
•    At least 1-2 years of experience in similar roles, handling operational and administrative tasks
•    Good computer skills – MS Office, SAP would be ideal.
•    English – Fluent (conversational, writting and reading)
•    Willingness and ability to learn to work with new systems.

Personal profile

•    Practicality - good organizational and prioritization skills
•    Excellent communication skills
•    Customer orientation - ability to find solutions, proactivity, tenacity
•    Positive attitude - friendly personality, tact
•    Able to think creatively
•    Team spirit