Administrative Assistant Job

Date: Feb 6, 2019

Location: Stockholm, AB, SE

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Requisition ID: ADM010352

The Administrative Assistant is responsible for handling critical systems and processes to support the admin needs of the business. This is divided into four major areas; financial projects, meetings & exhibitions, desktop publishing and general business unit support. There will be a distribution of the Administrative Assistant support between business units but cross collaboration will be important. This role will be reporting into a Business Unit Head.


This role requires an extensive knowledge of business critical systems and processes to support both internal and external needs. In order to be successful it is essential to  have excellent collaboration with internal and external stakeholders/customers. The role also requires very good organizational and planning skills and ability to organize and prioritize tasks.


Today there is a high need for support the Business with administrative tasks, both from a business point of view as well as a compliance point of view. The function has an important role in supporting the admin needs from both of these perspectives.

The Administrative Assistant has a key role in the organization since it is responsible for handling critical systems such as Project Systems, ABC, SAP,COMET etc

Qualifications

The Ideal candidate will:

Act as administrate champion building and follow up on admin/organizational  processes to secure business and compliance requirements and guaranteeing strong performance for MSD.

Have the ability to collaborate and work across many functions and levels, within and across business units, stakeholders and customers.

Works closely with business units in order to execute on relevant tasks

The administrative tasks are divided into four major areas; financial projects, meetings & exhibitions, desktop publishing and general business unit support. These are applicable in various levels depending on relevant departmental needs:


Financial projects

·    PPR´s / CMC cards

·    Contract administration

·    Setting up new vendors

·    Vendor related issues (invoices, p-giro errors etc) and follow -up

·    Project System activity annual set up

·    Back-up for OCL (Omnichannel Lead) / CM (Customer Manager) for PO creation

·    Back-up for OCL/CM  in updating PS phasing changes

 

Meetings & Exhibitions

·    Regional/Local Speaker meetings (in line with detailed process (/ownership) plan)

·    Regional/Local Exhibitions (in line with detailed process (/ownership) plan)

·    Secure exhibition material at exhibitions (to be sent out from the office)

·    SOP resource within meetings & exhibitions area, securing adherence and approval

·    Bigger internal meetings (Brown Bag Lunch, Cycle Meetings, Company Day)

·    Department meeting arrangements

 

Desktop Publishing

·    Toolbox Indesign

·    Add inhouse created promotional material into Zinc

·    Customer Selections in Veeva for Booking Letters

·    “Dear Dr letter” to customers

·    Print material warehouse responsibility

 

 

General Business Unit support

·    Other department admin (monthly time reports sign off, admin guide etc)

·    Introduction program for new employees

·    Sync teamsite (per business unit)

·    LiF database (collaborations)

·    Takes formal minutes of meetings as applicable

·    Day to day administrative support      

 



Job: Administrative Svcs Generic
Other Locations:
Employee Status: Regular
Travel:
Number of Openings: 1
Shift (if applicable):
Hazardous Materials:
Company Trade Name: MSD


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