Administrative Assistant

Job Title: 

Executive Administration 

Job Profile: 

Executive Administration 

JOB INFORMATION 

Approved Job Profile: 

Executive Administration 

REVIEWER COMMENTS 

Date 

Reviewer Name 

Reviewer Comments 

NA 

NA 

NA 

ORGANIZATION 

Job Family: 

Administration 

Job Sub-Family: 

Administration 

Division: 

Abbott Vascular  

JOB SUMMARY 

To provide all support related to administrative requirements. 

CORE JOB RESPONSIBILITIES 

Vendor Management & Payments: 

Understanding the company policy regarding vendor management and explaining it to the vendors 

Coordinating with finance team to release vendor’s payments on time 

Preparing MIS for all the payments released, due and outstanding 

To verify and check all expense claims and PRF’s for any discrepancies, legitimacy, non-repetition and to ensure supporting documents such as SRF, ICRP and HRF are attached 

 Rolling out checklist for Expense Claim to ensure that everyone is aware of all the documents required at the time of submission of expenses 

Keeping records of employee claims, submitted to finance after appropriate approvals, track the process and expected date of payment 

Arranging for Meetings and Conferences: 

Making necessary arrangements and support for conducting / attending business meetings by team members and physicians 

Making Travel arrangements including Ticketing / Visa / Insurance & Forex where applicable 

Cab arrangements for airport / station transfers 

Hotel booking and hospitality arrangements 

Arrangements for all training / meeting / promotional materials 

Timely submission of year end Accruals with supporting documents: 

To submit year-end accruals along with supporting documents on time 

To follow up with the teams for accruals and supporting documents and collating all the details before submission 

Coordinating with various vendors to get their outstanding statements on time and segregating it according to the cost centres 

Office Management & Corporate Administration: 

Facility management, which includes office maintenance, fulfilling stationery requirements, housekeeping and security maintenance, pantry requirements, handling petty cash, inventory of companies’ fixed assets, maintenance of all electronic equipment’s and pest control and keeping records of leaves for each employee of the region 

Documentation and Processing such as Honorarium Request Forms, SOS Letters, SRF’s etc.: 

Preparation of documents before sponsoring or conducting an event like sponsorship request forms, scope of sponsorship letters, honorarium request forms and professional agreements in coordination with the team members 

Seeking appropriate approvals from higher authorities 

Allocating reference numbers to the approved sponsorship request forms, single reference numbers for SRF’s submitted for one event, to have an overview of all the physicians attending such conferences and total budget proposed / expense incurred 

Maintain and file all original approved documents along with brochures etc. also maintaining soft copies of all the events and creating index on excel file for tracking 

MINIMUM QUALIFICATIONS 

Minimum Education 

Graduation in any stream.  

Education Level 

Major/Field of Study 

Bachelor’s Degree 

Science / Commerce  

Licenses/ Certifications 

Other License/Certification 

APPROVERS 

SIGNATURE & DATE