Administrative Assistant

JOB DESCRIPTION: 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 a nd explaining it to the vendors     Coordinating with finance team to re lease vendor’s payments on time     Preparing MIS for all the payment s 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 proce ss 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 booki ng 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 wi th supporting documents on time     To follow up with the teams for accruals and supporting documents and collating al l the details before submission     Coordinating with various vendors to get their outstanding statements on time and segregating i t 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 coo rdination with the team members     Seeking   appropriate approva ls   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 i ndex 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      The base pay for this position is N/A In specific locations, the pay range may vary from the range posted.       JOB FAMILY: Administrative Support DIVISION: CRM Cardiac Rhythm Management LOCATION: India > Mumbai : BKC Building ADDITIONAL LOCATIONS: WORK SHIFT: Standard TRAVEL: Not specified MEDICAL SURVEILLANCE: Not Applicable SIGNIFICANT WORK ACTIVITIES: Continuous standing for prolonged periods (more than 2 consecutive hours in an 8 hour day)