Executive Assistant

3 weeks ago

Johannesburg, South Africa Abbott Laboratories Full time

**Demand Planner
- Africa**

**About Abbott**

Abbott is a global healthcare leader, creating breakthrough science to improve people’s health. We’re always looking towards the future, anticipating changes in medical science and technology.

**Working at Abbott**

At Abbott, you can do work that matters, grow, and learn, care for yourself and family, be your true self and live a full life. You will have access to:

- Career development with an international company where you can grow the career you dream of.
- A company recognized as a great place to work in dozens of countries around the world and named one of the most admired companies in the world by Fortune.
- A company that is recognized as one of the best big companies to work for as well as a best place to work for diversity, working mothers, female executives, and scientists.

**The Opportunity**

This position works out of our Johannesburg offices, South Africa in the **Molecular Division **. In Abbott’s Molecular Division, we focus on molecular diagnostics and the analysis of DNA, RNA, and proteins at the molecular level, Abbott Molecular has over 1000 employees dedicated to manufacturing and marketing more than 450 products worldwide in more than 130 countries. We are committed to advancing molecular testing solutions that guide life’s most profound decisions.

As the **Executive Assistant, Provides secretarial and administration services to the Molecular Diagnostics Division as a whole**

**What You’ll Do**

**Main responsibilities**:

- Distribute mail, screening of calls, filing & faxing, typing and taking minutes at selected meetings
- Opening and distributing mail to parties concerned
- Preparing waybills for both local and international destinations
- Request flights, accommodation, visa and car hire for the division
- May include support in tracking budget expenditures
- Purchasing functions:

- Completing purchase order requests and ensuring that all relevant documentation is attached with appropriate approvals
- Ordering of name badges, consumables and business cards for the division
- Maintains office supplies inventory by checking stock (stationery and kitchen items) to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies

**Expenses**:

- Processing of expenses and receipts on CTE for the Managing Director
- Expenses received from team members to be recorded in a register and handed over to CFS for further processing

**Meetings**:

- Book meetings rooms
- Notifying reception and security of any visitors expected
- Arrange meals and refreshments for meetings
- Coordinates and controls all documents pertaining to:

- Contracts, Agreements and Proposals
- Scan and save all relevant Contracts and Master Agreements on the Contract Shared Drive
- Invoices submitted to CFS for payment
- Maintain and update any databases required by the managers
- Coordinating requests for sponsorships and submission on UDA:

- Congress/Exhibition venues
- Liaise with congress organizing committees with regards to bookings, payment, etc.
- Liaising with sponsor requisitions, payments and any other details required

**Supporting the Sales and Service Teams with regards to**:

- Price offers (quotations), preparation, review and sending to customers
- Proforma invoices for ordering and invoicing, FOC requests for Sub-Saharan Countries
- Check the websites daily for any new tender publications
- Assist in tender submission (preparing of files and compulsory documents required)
- Training material (printing and binding)
- Be familiar and adhere to the following policies:

- Code of Business Conduct
- Compliance Procedures / OEC guidelines
- ISO 9001
- Follow purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines
- Coordinates the following:

- Assist with ordering equipment (laptop/desktop, cellphone, etc.)
- Ensuring that cellphone accounts are within limit, obtaining justifications for any accounts over the limit
- Signing off invoices as per local policy allowance/ Obtaining approval of invoices from the Financial Controller and submission of invoices to CFS for payment processing
- Submit a signed copy of attendance registers and any original Drs notes to HR on a monthly basis
- Submit a training register to HR by year end
- Keeping equipment operational by following manufacturer instructions and established procedures
- Additional administrative support to the APOC (Point-of-Care) Team
- Punctual support to reception
- Any other administrative functions as required by the division
- Supporting the Sales and Service Teams with regards to:

- Price offers (quotations), preparation, review and sending to customers
- Proforma invoices for ordering and invoicing, FOC requests for Sub-Saharan Countries
- Check the websites daily for any new tender publications
- Assist in tender submission (preparing of files and compulsory do

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