Divisional Assistant: GenMed (JHB North) at Aspen Pharma Group

OBJECTIVE OF ROLE

• Provide administrative support to the Head of GenMed, Head Corporate Brand and divisional team

KEY RESPONSIBILITIES

Administration Support

• Provide comprehensive administrative assistance to the Head of GenMed, Head of Corporate Brand and the divisional team.
• Manage the diaries and scheduling requirements for the Head of GenMed.
• Maintain organized and efficient electronic and physical filing systems.
• Coordinate and support divisional projects as assigned by the Divisional Head.
• Facilitate the couriering of materials, such as urgent documents and promotional items through FedEx Couriers
• Handle sensitive and confidential information with discretion, adhering to POPIA and internal data protection policies.
• Perform ad-hoc administrative tasks as required.

Meeting Management

• Schedule and coordinate divisional and leadership meetings, including weekly and monthly sessions, quarterly reviews, workshops, team-building activities, and strategy sessions.
• Prepare agendas, briefing packs, presentations, and all supporting documentation required for meetings.
• Oversee all meeting logistics such as venue bookings, catering arrangements, virtual meeting links, connectivity checks, and preparation of any additional materials.
• Record accurate meeting minutes and monitor action items to ensure timely completion.

Financial Processing, Vendor Onboarding & Office Supplies

• Process SAP requisitions for the GenMed team and Head of Corporate Brand.
• Verify invoices for accuracy and compliance with internal financial requirements.
• Address internal and external invoice queries, adopting a proactive approach to resolving issues promptly.
• Facilitate the onboarding of new vendors in line with procurement and legal policies.
• Maintain up-to-date procurement and financial tracking systems.
• Order stationery, groceries, and general office supplies, and monitor inventory to maintain adequate stock levels and oversee the distribution

Travel Arrangements

• Coordinate all travel arrangements for the Head of GenMed, Head Corporate Brand and the divisional team.
• Arrange and book flights, accommodation, car rentals, visas, travel insurance, and transfers as required.
• Ensure all travel bookings adhere to company travel policies, procedures, and cost-control guidelines.
• Liaise with the Internal Travel Coordinator to manage queries, changes, or issues related to travel arrangements.
• Maintain accurate travel records, trackers, and trip documentation for audit and finance purposes.

Events Managements

• Provide support in coordinating, managing logistics, procurement, marketing, finance, and administrative tasks for internal events according to assigned responsibilities

Building Manager               

• Act as facilities liaison for Sales & Marketing - Building 5, logging building maintenance calls, following up for resolution, and ensuring minimal operational disruption

Communication Liaison

• Communication Liaison for the GenMed Team
• Ensure compliance with internal communications and training
• Promote participation in internal events

Requirements
EDUCATIONAL REQUIREMENTS

• Matric / Grade 12
• Diploma in Business Administration (Advantage)

KNOWLEDGE & EXPERIENCE REQUIREMENTS

• Minimum of 2 year secretarial / administrative experience