Division Assistant

Job description

JOB DESCRIPTION:

Job purpose:

The Assistant will support the team by organizing local and international events, congresses and conferences as well as, complete special assignments and projects as required. They will be required to provide excellent and timely service, effective implementation and monitoring of relevant systems, procedures and policies and management of stakeholder relationships.

Key Accountabilities:

Management of Russia & CIS documentation to ensure fast and smooth business process. Coordinate documentation between the office, partners and field employees. Prepare and submit bills and closing documents to the accounting department; control the bill payments according to the Company’s current Policies and Procedures. Assist in key marketing events of the ASH in Russia and abroad (trade shows, seminars, clinical cases, trainings, webinars). Meet the requirements for final documents on expenses in relation to function performance according to the legislation of the Russian Federation and to the Company’s Policies and Procedures. Ensure full compliance with legal & OEC policies and guidelines. Know & share with the team all latest procedures, train the team regularly to ensure good policies knowledge. Travel support for the ASH team and KOLs to conferences, congresses and other events in Russia and abroad (booking tickets, hotels, visa assistance, informing on schedule etc.). Prepare and finalize contracts with the KOLs according to the Company’s current Policies and Procedures. Coordinate events with the service provider. Coordinate cooperation with the advertising service providers during advertising materials development. Assist the Marketing & Sales manager to prepare presentations, reports. Prepare reports on conducted work and submit to the direct supervisor according to the registered form and in a timely manner specifying the work done. Take minutes, make travel arrangements and undertake other general administrative duties as required. Attend programs and events as needed. Co-ordinate and support internal and external meetings and liaise with colleagues and external committees and contacts as required. Ensure that all documents submitted for events are complete, accurate and compliant. Ensure record keeping as per company policy and compliance requirements.

Education

• A Bachelor’s degree in Business Administration or equivalent is required.

Experience & knowledge

• Experience to work in international environment/ projects. Cultural sensitivity.
• Collaborative and supportive personal style to deliver client-focused outcome.
• Attention to details.
• Commitment to work outside of normal working hours on occasions when required for program or event attendance (e.g. Conference and other internal offsite meetings).
• A 'can-do' attitude that allows effective working across different functions and teams.
• A highly effective communicator with the ability to adapt style to suit audience.
• Effective time management with a good sense of urgency.
• Ability to prioritize workload and deliver on time.
• Ability to work with discretion and respect confidential and sensitive information.
• Proficient in Microsoft Outlook, Excel and PowerPoint.
• Fluent oral and written English.

JOB FAMILY:

DIVISION:

LOCATION:

ADDITIONAL LOCATIONS:

WORK SHIFT:

TRAVEL:

MEDICAL SURVEILLANCE:

SIGNIFICANT WORK ACTIVITIES: