Executive Assistant at Abbott

Main responsibilities:

• Distribute mail, screening of calls, filing & faxing, typing and taking minutes at selected meetings
• Opening and distributing mail to parties concerned
• Preparing waybills for both local and international destinations
• Request flights, accommodation, visa and car hire for the division 
• May include support in tracking budget expenditures

Purchasing functions:

• Completing purchase order requests and ensuring that all relevant documentation is attached with appropriate approvals
• Ordering of name badges, consumables and business cards for the division
• Maintains office supplies inventory by checking stock (stationery and kitchen items) to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies

Expenses:

• Processing of expenses and  receipts on CTE for the Managing Director
• Expenses received from team members to be recorded in a register and handed over to CFS for further processing

Meetings:

• Book meetings rooms
• Notifying reception and security of any visitors expected
• Arrange meals and refreshments for meetings

Coordinates and controls all documents pertaining to:

• Contracts, Agreements and Proposals
• Scan and save all relevant Contracts and Master Agreements on the Contract Shared Drive
• Invoices submitted to CFS for payment
• Maintain and update any databases required by the managers
• Coordinating requests for sponsorships and submission on UDA:
• Congress/Exhibition venues
• Liaise with congress organizing committees with regards to bookings, payment, etc.
• Liaising with sponsor requisitions, payments and any other details required

Supporting the Sales and Service Teams with regards to:

• Price offers (quotations), preparation, review and sending to customers
• Proforma invoices for ordering and invoicing, FOC requests for Sub-Saharan Countries
• Check the websites daily for any new tender publications
• Assist in tender submission (preparing of files and compulsory documents required)
• Training material (printing and binding)
• Be familiar and adhere to the following policies:
• Code of Business Conduct
• Compliance Procedures / OEC guidelines
• ISO 9001
• Follow purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines

Coordinates the following:

• Adding/Removing employees onto the network drive and group email account
• Assist with ordering equipment (laptop/desktop, cellphone, etc.)
• Ensuring that cellphone accounts are within limit, obtaining justifications for any accounts over the limit
• Signing off invoices as per local policy allowance/ Obtaining approval of invoices from the Financial Controller and submission of invoices to CFS for payment processing
• Submit a signed copy of attendance registers and any original Drs notes to HR on a monthly basis
• Submit a training register to HR by year end
• Keeping equipment operational by following manufacturer instructions and established procedures
• Additional administrative support to the APOC (Point-of-Care) Team
• Punctual support to reception
• Any other administrative functions as required by the division

Supporting the Sales and Service Teams with regards to:

• Price offers (quotations), preparation, review and sending to customers
• Proforma invoices for ordering and invoicing, FOC requests for Sub-Saharan Countries
• Check the websites daily for any new tender publications
• Assist in tender submission (preparing of files and compulsory documents required)
• Training material (printing and binding)

Be familiar and adhere to the following policies:

• Code of Business Conduct
• Compliance Procedures / OEC guidelines
• ISO 9001
• Follow purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines

Coordinates the following:

• Adding/Removing employees onto the network drive and group email account
• Assist with ordering equipment (laptop/desktop, cellphone, etc.)
• Ensuring that cellphone accounts are within limit, obtaining justifications for any accounts over the limit
• Signing off invoices as per local policy allowance/ Obtaining approval of invoices from the Financial Controller and submission of invoices to CFS for payment processing
• Submit a signed copy of attendance registers and any original Drs notes to HR on a monthly basis
• Submit a training register to HR by year end
• Keeping equipment operational by following manufacturer instructions and established procedures
• Punctual support to reception
• Any other administrative functions as required by the division

Required Qualifications

• Matric and any other tertiary qualification would be advantageous

Preferred experience:

• Minimum of 3 years’ experience having worked in a related role.
• Experience having done PO’s
• Intermediate level of Microsoft Excel, PowerPoint and Word