Admin Assistant

Job description

Administrative Assistant

An Exciting opportunity has come up with one of our key clients.

Key Responsibilities:

Supporting Commercial Leadership Team by attending regular Business Alignment Meeting, tracking actions and assisting with ongoing activities and projects Support Commercial Director with diary management and processing expenses through Concur system Work with Legal, Procurement and Contract Manager to create agreements via companion, processing signature through Docusign and managing lifecycle of the contract, withdrawing where necessary -supporting Commercial, Comms and Policy Teams Create and manage PO's via SAP, goods receipting as per agreed invoice schedule and confirmed with project/budget owner supporting Communication and Policy Teams Assist with the creation and formatting of Commercial documents including PowerPoint presentations, contracts and tender submission documents Organise UK monthly team meeting, create agenda, update master slide deck to share with team, ensure actions are captured and tracked Manage team distribution lists and org charts in line with team changes Main communication and knowledge point for IT queries within Commercial Team Represent Commercial Team in Social Committee & Community Contributions Group. Engage Commercial team in ongoing activities and events - team update champion Keep Commercial Team A/L calendar up to date following up with team to fill this in as part of A/L process Manage UK Teams channel, managing permissions and notifications, ensuring documents are kept up to date within the channel and utilise for effective communication with whole team. Include regular (weekly) team updates to recognise the work happening in all areas of the Commercial Team Attend regular admin team meetings and Admin Collab team (ACT) meetings and utilise available resources into Commercial team Run regular reports for mandatory SuccessFactors training within Commercial Team and follow up with deadlines and regular overdues to support completion Organise external/internal meetings for our team including logistics, catering, venue, transportation and any other activities in a efficient and accurante manner. Preparation of documents for Bi-Weekly Operational meeting. Planning review meeting agenda's and capture actions. Support Brand Managers with the organisation of conferences/HCP meetings including conference booking, logistics, promotional material arrangements

Support compliance documentation Prepare and quality check documents for Veeva upload and support Veeva approval process as required. Archiving of final certified printed versions of materials Support with the collection of data for HCP payment disclosure. Maintain database, prepare reports for quarterly review at the end of Sept, Dec, Mar and June and compile year-end report for approval by relevant Managers. Support with the collation of the annual HCO disclosure for publication on the Seqirus website to be completed by Feb each year for the previous calendar year. Adhere to compliance requirements across all office processes

Support Departmental Travel requirements Book both domestic and international travel including accomodation and transfers as required. Ensure competitive quotes are sourced for international travel. Upload the quote into Concur and once signed off advise Travel Provider. Use the online Travel Provider system for all domestic bookings. For complex bookings involving extensive flights, accomodation and transfers ensure all information is set out in an easy read itinerary.