Surgical Img Team Assistant

vor 10 Stunden

Fribourg, Schweiz Alcon Vollzeit

Supports Surgical International Marketing Group with: (1) budget & purchase order management, (2) calendar, travel, and expense re-port management, (3) planning and executing activities that impact entire SX IMG team, (4) contract system support, and (4) some other ad-hoc administrative support.

Major Accountabilities:
**Budget & Purchase Order Management**:

- Consolidate, coordinate, forecast, administer, analyse, and track A&P and T&E budget vs. actual spend for entire SX IMG department. Work cross-functionally with SX IMG VP, Marketing Heads, and Finance to collect and consolidate information in a regular basis, compare with the approved budget of each Therapeutic Area, escalate discrepancies, and ensure team is spending 100% to target.
- Coordinate and administer all Purchase Orders (creation, tracking, closing), cross-charges, and invoices for all Surgical Marketing projects, follow up with suppliers on invoices and payments

**Calendar, travel, and expense report management**:

- Supports all SX IMG associates GJFA 2 and GJFA 1 level (~7 associates) with basic administrative tasks: coordinating their calendars, scheduling meetings, arranging travel, submitting expense reports, and other occasional administrative tasks such as shipments etc.

**Planning and executing activities that impact entire SX IMG team**:

- Plan, manage, and implement all logistics and schedules for department level meetings and events (e.g. Annual Brand Planning, IMG Face to Face weeks etc.)
- Implementing corporate programs and requirements applicable to SX IMG

**Contract System Support**:
**Other occasional or ad-hoc support**:

- Coordination production and delivery of Quarterly SX IMG Newsletter
- Coordinate any support, data input, and analysis for various office administration systems
- Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations.
- Assist with office space moves and planning

**Requirements**:
**Education**:
Minimum: High school diploma or equivalent education required

Desirable: University degree

**Languages**:Required: Fluent written and spoken **English & French**

**Experience/Professional Requirement**:

- **Minimum **7 **years **of experience in supporting organizations, coordinating events, budgets, and team’s calendars
- **Experience working **within **and organizing **a **large **marketing organization**
- Expertise working in multi-cultural and matrix environments within a large team geographically dispersed
- Strong operational, communications, and process skills
- Advanced skills in Microsoft Office, **especially **advanced **expertise in **complex **Excel spreadsheet **and budget **management**
- Result-oriented, customer-focus, self-starter, team player, flexible and open
- Hands-on and execution attitude with ability to drive change and make things happen

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