Divisional Assistant

3 weeks ago

Johannesburg, South Africa Aspen Pharma Group Full time

**Company Description**

We are a global specialty and branded pharmaceutical company, improving the health of patients across the world through our high quality and affordable medicines. Active at every stage of the value chain, we are uniquely diversi?ed by geography, product and manufacturing capability.

Aspen is a dynamic organisation built on entrepreneurial strength and forward-thinking minds. We attract high-performing individuals who are passionate about their careers and have a desire to exceed expectations. At Aspen, not only do we source for the best talent but we also provide a host of opportunities for continuous development.

The Group’s key business segments are Manufacturing and Commercial Pharmaceuticals comprising Regional Brands and Sterile Focus Brands. We have approximately 9 100 employees at 69 established offices in over 50 countries and we improve the health of patients in more than 150 countries through our high quality, affordable medicines.

**OBJECTIVE**: To ensure efficient support to the Back Shop Marketing Team.

**Key Performance Areas**:

- Effective utilization of resources to keep processes cost effective
- Ensure timeous payment of all accounts - Follow up on Doctor payments
- Capture all expenses onto excel
- All queries are followed up and resolved in the shortest possible timeframe within policy framework
- A professional attitude is displayed when responding to customers’ needs.
- Ensure all orders are within the Marketing Code
- Obtain approval by Divisional Head when required
- Generate purchase requisions
- Source and book venue, ensure timeous payment of venue
- Arrange for Presentation equipment if required - ensure in working order
- Compile and send out invitations
- Arrange transport to venues and for in-fiel work - Flights, cars, coaches etc
- Manage all queries and problems
- Sponsorship requests received from Sales reps to be processed and followed through
- General administration, typing of correspondence, Meeting Minute taking.
- Filing and faxing
- Draw up, print and send out invitations to CME Meetings (this is to capture point above )
- Book and arrange venues for functions
- Receive request from customer / Brand Manager to attend medical conference
- Book and arrange payment for conference
- General administrative requests from Brand Managers
- Loading material on the Veeva/ equivalent systems
- Management of Reception area and Building requirments
- Management of cleaning staff

**EDUCATION & EXPERIENCE**:

- Matric / Grade 12
- Sales / Marketing diploma an advantage
- Minimum of 1 year secretarial experience
- Computer literate - MS Office
- BAAN & Powerplay packages an advantage
- General administration experience
- Customer service experience - essential
- Co-ordinating / multi-tasking for more than one manager

**SKILLS & ATTRIBUTES**:

- Planning, analytical, listening, problem solving, time management, conflict resolution, decision making, report writing and communication skills. Service orientated and Computer literate.
- Accuracy, initiative, confidentiality, empathy, customer focus, patience, logical thinking, information seeking and cultural sensitivity. A professional attitude is displayed when responding to customers’ needs.

**KNOWLEDGE**:

- Knowledge of Business, process, job, system, product, and Industry

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