Divisional Assistant (JHB North) at Aspen Pharma Group

OBJECTIVE OF ROLE 

• To assist in an administrative/commercial/ secretarial function Back Shop Marketing Team.and providing comprehensive support to the division for their optimal output. Serve as interface between the department and internal and external customers. 

KEY RESPONSIBILITIES

• Providing comprehensive admin support to the Backshop division to ensure all internal administrative processes are running smoothly and policies are adhered to.
• Preparing minutes for all team meetings as required by the division 
• Raising requisitions for all divisional expenses on SAP and maintaining a monthly recon
• Provide support services for Aspen and Backshop Team internal and external meetings, functions, and conferences (e.g. Cycle meeting, Sales conference, awareness days)
• Support for Backshop Marketing promotions and programs
• New Product launch event management and support for launches
• Booking of venues and ensuring reservations and payments are in place prior to the function. This includes managing refunds and credits. 
• Loading material on the Veeva and assisting Brand Managers with Brand promotional materials

ADDITIONAL DUTIES

• Management of Reception area and Building requirements, including supplies
• Management of cleaning staff

Requirements
EDUCATIONAL REQUIREMENTS

• Matric / Grade 12
• Secretarial diploma
• Sales / Marketing diploma an advantage

KNOWLEDGE & EXPERIENCE REQUIREMENTS

• 1-year General divisional assistant experience an advantage
• Computer literate: MS Office/Excel/Word
• SAP packages an advantage
• General administration experience
• Customer service experience essential
• Co-ordinating / multi-tasking for more than one manager
• Working knowledge of business principles
• Experience of internal systems and policies

SOFT SKILLS REQUIREMENTS

• Effective planning, organising and coordinating.
• Effective analytical, problem solving & decision-making skills.
• Strong listening skills
• Results driven.
• Independent and self-directed individual that can drive execution.
• Effective interpersonal skills
• The ability to communicate effectively (written and verbal) is essential.
• Attention to detail.
• Project management skills
• Ability to think strategically and innovatively.
• Time management crucial & conflict resolution approach
• Report writing and communication skills.
• Service orientated.
• Accuracy, initiative, confidentiality, empathy, customer focus, patience, logical thinking, information seeking and cultural sensitivity. 

COMPUTER SKILLS REQUIRED

• The applicant must be proficient in the various applications (Word, Excel and PowerPoint) within the Microsoft Office bundle.