Administrative Assistant

JOB DESCRIPTION: 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 a nd explaining it to the vendors Coordinating with finance team to re lease vendor’s payments on time Preparing MIS for all the payment s 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 proce ss 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 booki ng 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 wi th supporting documents on time To follow up with the teams for accruals and supporting documents and collating al l the details before submission Coordinating with various vendors to get their outstanding statements on time and segregating i t 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 coo rdination with the team members Seeking appropriate approva ls 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 <