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Management Assistant
vor 3 Monaten
Our portfolio of life-changing technologies spans the spectrum of healthcare, with leading businesses and products in diagnostics, medical devices, nutritionals and branded generic medicines.
Our 113,000 colleagues serve people in more than 160 countries.Abbott Established Pharma Division (EPD) is looking for a
_ Management Assistant_
to be based in Allschwil
- Basel, Switzerland
Primary Job Function:
- General office management for both Regulatory Affairs EM (4 persons) and EPD Licensing & Acquisitions (4 persons) departments, including internal and external correspondence, archiving, mailings, acting as communication interface with internal and external stakeholders and administration of travel management.
- Coordinate EPD CDAs and L&A Deals: closely following up on CDAs, creating POs in SAP for all EPD L&A deals, triggering the payment of the milestones installments on due time ensuring a close followup with partners and manage any other request related to L&A Department
Core Job Responsibilities:
In addition to the usual daily administrative tasks (such as managing the agenda of Anirban Sadhu, planning meetings and Video Conferences, booking travels for both Departments RA & L&A's team members and handling visa requests, as well as travel expenses), I am also acting as a coordinator between L&A Directors and their external business partners on:
- CDAs & EPD L&A Contracts: once the clean version is received, initiate the signature process by collecting L&A Directors' signature, send CDAs out to business partners, follow up until we get a countersigned original hardcopy back. Regular alignment-communication with internal stakeholders for the CDAs and L&A Deals (Regional BD, Legal, Finance)
- Upload new vendors profiles in SAP
- Create the corresponding POs in SAP (in accordance with the 3 Finance Directors in Chicago (Paulina Zarebska, Juan Zelaya and Barbara Massa)
- Trigger the payment of the Milestones Instalments on due time, ensuring the payments have been processed by Accounts Payables and sending the Proof of Payment to the business partners
- Oversight of open POs with Corporate Finance Directors and report any delay
- Ensure an overall smoothness of the process
Position Accountability/Scope:
- Timely manage visa requests and travel plans for 8 team members (approx. 20 visas and 50 travels per year)
- Support Regulatory Affairs Director/team members for meetings planning, logistics, purchasing etc and any occasional request
- Timely follow up on CDAs and L&A deals to get them signed and countersigned by partners
- Create new Vendors in SAP whenever necessary (challenging in case of lastminutes POs requests)
- Create PO and milestones payment involving a high responsibility due to the important amounts of the deals with a tight timetable before the first upfront payment.
Requirements:
- Minimum 3 years previous admin experience
- Excellent command of English, German (+
French & Spanish as an asset) - Full command of modern IT skills (MS Office) and of
- SAP
- Comfortable working in multicultural environment, Team/Serviceoriented, good communicator, good team player, agile and able to adapt to changes
