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Administrative Assistant Vacancy at Pfizer, South Africa
Pfizer is one of the world’s largest pharmaceutical companies. It develops and produces medicines and vaccines for a wide range of medical disciplines, including immunology, oncology, cardiology, diabetology/endocrinology, and neurology. The pharmaceutical company is looking for an Administrative Assistant to fill a position in its South Africa branch office.
POSITION TITLE: Administrative Assistant
DIVISION: PEH
LOCATION: Johannesburg, SA
REPORTS TO POSITION TITLE: Marketing Manager: PEH South Africa
POSITION SUMMARY
To provide comprehensive operational and administrative support to the PEH Marketing team
POSITION RESPONSIBILITIES
- Operational Management
- PEH Annual Calendar: all key events including leads and for all congresses and meetings
- Develop meeting tracker for all meetings locally and all international congresses to clarify roles and responsibilities
- Promotional Material Management
- Develop an annual filing system for promotional materials
- Manage the distribution process for material and ensure PSR’s receive timeously as per sales cycles
- Promotional material storeroom access and management to drive efficiencies
- Financial Management
- All requested purchase orders and invoice payments to be reviewed and aligned to the SOPs excluding MAPP
- Invoice reconciliation to be checked with submitting manager before submitting for payment
- Invoices timeously submitted to Finance for processing
- Purchase orders raised from The Financial Ariba System as per the signed cost estimates, and accurate purchase order number faxed to the vendor
- Purchase Orders tracker updated as required for BU
- File all the hardcopy documents for all purchase orders and invoice payments made
- Print outs from the Financial E1 system printed out on a monthly basis and reconciled against our spreadsheet
- Anomalies on budget identified and queried with Finance
- Strong partnerships with Finance and Procurement team to improve cross functional working
- Correspondence/ communication management
- Telephones answered professionally and calls appropriately directed
- Mail/Information correctly and promptly distributed within department
- Correspondence appropriately answered where required
- Administration management
- Individual stationary ordered and distributed to the team,
- Filing and administration system for self and team developed and accurately maintained
- SharePoint management and tracking to ensure optimal usage
- Meeting management
- Support for major PEH Marketing events
- Assisting Marketing team with travel arrangements, VISA embassy appointments and ensuring readiness of travel documents prior to departures
- Effective handling of queries
- Telephonic requests and queries from external customers/vendors and patients effectively managed
- Queries escalated to appropriate level as required
- Regular follow up conducted on all queries and requests
EDUCATION AND EXPERIENCE
- Matric
- Business Administration tertiary qualification will be an advantage
- 3-5yrs senior administrative experience
- Administrative experience supporting senior management and directors
- Microsoft Office suite
TECHNICAL SKILLS REQUIREMENTS
- Information Resources
- Communication Techniques
- Excel expertise
- Cross functional teamwork
- Competence in “Challenging Conversations”
- Business Acumen
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