Business Unit Assistant

HealthCare
Dubai
November 30, 2024
Full Time
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Job Description

The key objective of the role is to provide the highest level of executive and administrative support to the Franchise Director and the Franchise Teams, to ensure the efficient operational support, including development and distribution of marketing and sales materials.

Responsibilities

1) Event Management

Event management of Cycle Meetings, conferences, etc. including:

  • Obtain quotations from vendors/providers for event
  • Obtain Local Finance Approval (LFAs) for event
  • Routing of LFAs for Approval for event
  • Generate Purchase Orders for selected vendors/providers & routing for approval
  • Prepare checklists and related project planning forms/documents for each event
  • Research venue, catering, suppliers, etc. for event
  • Act as liaison with speaker(s) and delegates, in conjunction with Medical Affairs and Business Unit Team colleagues
  • Draft invitation letter(s) and other documents required by delegates for visa application purposes, etc.
  • Arrange visas, transportation, and accommodation (where required)
  • Ensure payment of all invoices of vendors and honorarium fees of speakers
  • Organize business lunches/dinners etc. as required by the Business Unit Director and/or team

2) General Administrative Duties:

  • Provide superior level of organizational and administrative support to the Business Unit Director;
  • Proactively manage the Business Unit Director’s diary, organize meetings, agendas and prepare minutes of meetings and issue to respective team members
  • Understand the key roles, responsibilities and priorities of the Business Unit Director and the Business Unit Team, proactively build strong relationships with each internal and external contact in order to provide a high level support service;
  • Exercise sound judgment in respect of prioritization applicable stakeholders to screen phone calls, enquiries and requests, and handling them when appropriate;
  • Organize travel, visas, accommodation, meetings and events for the Business Unit Team;
  • Deal with incoming email, post and invoices and correspond on behalf of the Business Unit Director and Team where required;
  • Consolidate monthly reports and presentations, etc. and ensure a high standard of professionalism in administration and production of internal and external documents;
  • ‘Knowledge management’ in respect of electronic and paper filing systems to maintain integrity and effectiveness as the organization evolves, including developing a robust system to manage electronic records;
  • Handle all shipping, couriers, etc. of documents to team members
  • Identify areas where administration practices could be improved and proactively generate solutions and improved ways of working; and
  • Provide cover for colleagues when necessary and perform such other duties as may reasonably be required in line with company status as a start-up operation and required values on teamwork and collaboration.

Required Competencies, Qualifications and Experience:

  • Graduate, with at least with a Diploma in Administration, etc.
  • Minimum of two years’ experience in a similar role in an MNC Pharmaceutical/healthcare company

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