Administration Assistant
Full Time
Job Description
- Supporting Commercial Leadership Team by attending regular Business Alignment Meeting, tracking actions and assisting with ongoing activities and projects
- Support Commercial Leadership Team with diary management and processing expenses through Concur system
- Work with Legal, Procurement and Contract Manager to create agreements via companion, processing signature through DocuSign and managing lifecycle of the contract, withdrawing where necessary -supporting Commercial, Comms and Policy Teams
- Assist with the creation and formatting of Commercial documents including PowerPoint presentations, contracts and tender submission documents
- Organize UK bimonthly team meetings, create agenda, update master slide deck to share with team, ensure actions are captured and tracked
- Organize UK leadership monthly team meetings, create agenda, update master slide deck to share with team, ensure actions are captured and tracked
- Manage team distribution lists and org charts in line with team changes
- Main communication and knowledge point for I&T queries within Commercial Team
- Represent Commercial Team in Social Committee & Community Contributions Group. Engage Commercial team in ongoing activities and events – team update champion
- Keep Commercial Team A/L calendar up to date following up with team to fill this in as part of A/L process
- Manage UK Teams channel, managing permissions and notifications, ensuring documents are kept up to date within the channel and utilize for effective communication with whole team. Include regular (weekly) team updates to recognize the work happening in all areas of the Commercial Team
- Attend regular admin team meetings and Admin Collab team (ACT) meetings and utilize available resources into Commercial team
- Run regular reports for mandatory SuccessFactors training within Commercial Team and follow up with deadlines and regular overdue to support completion
- Organize external/internal meetings for our team including logistics, catering, venue, transportation and any other activities in an efficient and accurate manner.
- Preparation of documents for Monthly Team meeting. Planning review meeting agenda’s and capture actions.
- Support Brand Managers with the organization of conferences/HCP meetings including conference booking, logistics, promotional material arrangements
- Prepare and quality check documents for Veeva upload and support Veeva approval process as required.
- Archiving of final certified printed versions of materials
- Support with the collection of data for HCP payment disclosure. Maintain database, prepare reports for quarterly review at the end of Sept, Dec, Mar and June and compile year-end report for approval by relevant Managers.
- Support with the collation of the annual HCO disclosure for publication on the Seqirus website to be completed by Feb each year for the previous calendar year.
- Adhere to compliance requirements across all office processes
- Book both domestic and international travel including accommodation and transfers as required.
- Ensure competitive quotes are sourced for international travel.
Required Knowledge, Skills, and Abilities
- Ability to multi-task and work across projects
- Analytic skills
- Clear and effective communication
- Presentation skills
- Interpersonal and relationship building skills.
- Excellent prioritization, planning and organizational skills
- Dynamic and result driven
- Clear verbal and written communication
- Team player able to engage and motivate cross-functional team
Reference no: 99829