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

Work arrangement
No