Personal Assistant and Sales Administrator, Allergan Aesthetics at AbbVie

Reporting to the Marketing Manager, Allergan Aesthetics, this position is a hybrid role, responsible for providing personal assistant duties to the General Manager, providing office management and assist Meeting Planner with planning, coordinating, and execution of Allergan Aesthetics participation in all local and International Congresses, training and management meetings. The incumbent will also provide administrative assistance to the Finance Team, by assisting with invoicing. The incumbent is the point of contact to the sales teams for Allergan Aesthetics administrative and logistical support.

KEY DUTIES AND RESPONSIBILITIES: WEIGHT

• Support the General Manager:
• Diary management, including screening and filtering meeting requests and invitations
• Manage telephone calls and correspondence in professional and timely manner
• Coordinate approval of documents for signature
• Plan, schedule and manage appointments and team meetings
• Plan and manage meetings, invitations, agendas and prepare minutes according to calendar
• Coordinate multiple calendars to enable digital access for remote participants (WebEx, video conferencing, or teleconferencing)
• Welcome visitors; review correspondence; arrange company dinners and other corporate functions; direct requests to General Manager
• Manage confidential matters with sensitivity and discretion
• Manage logistics and related functions for off-site meetings
• Arrange, manage and communicate logistics for corporate travel and meetings to relevant participants and stakeholder

20%

• Administrative and Logistical support toAllergan Aesthetics Sales Team

• Manage stock inventory
• Track distribution of materials/promotional items; track and record customer satisfaction regularly
• Support sales team with request/needs and gather feedback on material suitability

TRAINING SUPPORT

• Order, arrange delivery and recording of stock for training in support of PS
• Obtain and manage attendance register from PS post-training, file and create CPD certificates when accreditation has been obtained
• Prepare gift bags for open days and other commercial events
• Manage stationery and promotion materials prior to trainings
• Validate trainers list –it is critical that all the relevant training accounts are aligned to the trainers and that they are updated and active.
• Update 3rd Party Contracts - where we utilise expertise from outside the AMI or external trainers

Vault Responsibilities

• Manage and update meeting request forms – upload correctly completed forms
• Create and upload supporting agenda
• Obtain approval for training requests prior to the meetings
• Circulate and save Contract & iFMV
• Communicate progress and final certification to product specialists

30%

• Invoice and Financial Management Support
• Process/Upload supplier invoices on internal finance database and follow process until payment is made. Ensure suppliers are paid on time to avoid penalties
• Process new credit applications on the SharePoint drive; ensure that application forms are completed correctly and supporting documents are attached
• Manage HPCSA & Medpages site for newly updated HCP's information
• Liaise with the PSs to ensure Doctor's required documents meet compliance standards in accordance with SOP
• Liaise with Customer Service on to ensure HCP application details are correctly applied and updated

30%

• Office Management

OFFICE SUPPLIES

• Manage office stationery
• Make sure that the stock is received on time and that invoice is received, coded and signed for payment by the finance director and/or General Manager
• Ordering consumables, printing paper
• Ordering of office groceries (tea, coffee, sugar, milk etc.)

OFFICE ADMINISTRATION

• Manage company credit card
• Prepare month-end billing on company credit card
• Paying of post office (Box) services yearly renewal

20%

Minimum Requirements
Qualifications

Education & Experience

• Tertiary Qualification or Diploma in Office administration or similar qualification
• Extensive experience in organizing business review meetings, conferences, and events for sales and marketing function.
• 5-6 years of experience in preferably pharma sector including 2-3 years in a similar role
• Substantial experience of dealing with senior leaders, including matrix leadership of regional (multi-country) teams
• Excellent interpersonal communication skills
• Strong MS Office Skills i.e. Strong presentation skills, Excel
• Very good oral and written English skills