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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