Description
Summary
This role is a key contributor to the efficient operation of Mallinckrodt Australia Head Office. The role manages the office administration tasks, including supporting the sales, marketing, and operations teams, on-boarding new employees, and office facilities responsibilities. In addition, this role provides administrative support to the Australian GM and management team.
Essential Functions
Administrative Assistant:
1. Administrative Assistant to the General Manager and Medical Director
2. Ensure the General Manager and Medical Director receive timely and professional support at all times by:Anticipating requirements and delivering robust solutionsProactively submitting documents for the attention of the GM and management of deadlinesPreparing meeting agenda’s and taking/distributing minutes and following up on actions assignedEscalating actions proactively as neededOrganizing all travel and manage expense reimbursementPreparing communication, reports, spreadsheets, and presentation material, as required
3. Provide administrative support to the Commercial Manager, Operations Manager, Marketing Manager and Head of Finance as needed
4. Oversee the onboarding of new employees; coordinating their induction, orientation, training, and asset acquisition
5. Act as a liaison to HR t supporting and communicating internal company information and programs
Commercial Support
6. Maintain customer contracts/ agreements and databases
7. Maintain both the CRM and Contract database with updated contract information
8. Check which contracts are close to expiry date/has expired and follow up with sales team re the status of the new agreement.
9. Ensure that both the CRM and Contract database as updated information
10. Ensure that signed contracts are saved electronically and on CRM
11. Tender submission administration support
12. Development of quotation and contract templates for Commercial team across both brands
Marketing support:
13. Assistance with event excellence platform – submitting entries for all conferences, events, and speaker meetings, and tracking the approval process, as well as event close out once completed
14. Assist the Marketing Manager in the development of the calendar of conferences and events for both brands, aligned to business objectives
15. Build strong relationships with conference vendors and oversee vendor payments for all conferences and events
16. Manage the logistics of meetings and events, including negotiating and securing appropriate facilities, coordinating travel for attendees, creating, and distributing appropriate materials, organizing catering, organizing the logistics of devices and marketing booth panel skins, acquiring proper approvals as necessary and managing to the approved budget
17. Organise local social events and catering for in-house meetings
18. Assist in the development of marketing material/proof reading
19. Place orders for marketing material to ensure adequate stock is available, at all times
Operations support:
20. Assist to ensure goods are receipted and material movement/transfer transactions are accurately and timely captured and processed into the Material Management System.
21. Coordinating Preventative Maintenance activities between third party logistics providers (3PL) and different hospital departments
22. Following up with 3PL, couriers and customers and provide resolutions on late or incorrect deliveries and issues
23. Maintaining adequate stock levels and the distribution of stocks between various 3rd Party DC
24. Transfer cylinders/devices stock to depots to ensure they have adequate stock levels
General:
25. Coordinate Inclusion activities; attending monthly meetings and rolling out initiatives (i.e., Breast Cancer Awareness, Movember)
26. Negotiate the purchase of office supplies, including business cards, in accordance with company purchasing policies and budgetary restrictions
27. Assist the interstate teams with requests (e.g., sending marketing material by courier)
28. Maintain highly sensitive confidential information, files, and correspondence
29. Answer incoming calls and greet guests in a professional manner
30. Ensure adherence to safe office practice
31. Provide general business support, as directed by the Commercial Leadership team; e.g., system access, supporting HR and Finance activities
32. Assist with special projects as needed
Minimum Requirements
Education / Experience / Skills:
33. Business degree or diploma
34. 5+ years in a similar support role
35. Demonstrated ability to work with minimal supervision while achieving objectives and resolving issues
36. Expertise working with various business software programs including MS Word, Excel, PowerPoint, Outlook
37. Strong verbal and written communication skills
38. The ability to professionally interact with customers and team members
39. Strong organizational, administrative and time management skills, working well under pressure
40. Strong collaboration and relationship building skills with key internal and external stakeholders
41. Ability to perform detail-oriented tasks, with high attention to detail and accuracy
42. The ability to operate in a lean, dynamic, matrix environment
43. Preference for experience working in highly regulated industry such as pharmaceutical or related health care
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.
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