Job Description
The Operational & Administrative Assistant is a senior-level administrative function responsible for various office and location support activities. Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided; ensures the correct functioning of facilities, office and business support services.
Primary responsibilities for this position include, but are not limited to, the following:
Coordinating processes for sales and marketing activities
Plays pivotal role in ensuring compliance processes to be included in all Country Operations; oversees execution of the Cluster and Local SOPs in all areas applicable to the local market.
Prepare, submit and archive business related documents (e.g. purchase orders, contracts with HCPs, contracts with HCOs, contracts with vendors, briefing papers, reports) for processing of approval and delivery of local business activities including POs for employee related services
Ensure administrative support to the Country Lead, Marketing Manager and Field Force, Commercial, Market Access, Compliance Teams to support processes driven by local Organon affiliate
Collaborate with Business Practice Manager, Legal Team and all owners of local activities to deliver processes in a compliant way as well as support local self-control reviews to ensure all activities follow local regulations and Organon Standard Operating Procedures (SOPs)
Plan and coordinate internal and external events schedule upon request
Day-to-day administrative tasks
Make orders and allocation to correct account number, ensure smooth purchase to pay process and archive all necessary documentation to orders, submitting new vendors in COMET/SAP
Supports country lead with reports on aggregate spendings country by country, person by person
Support required reports to local authorities (e.g. OGYEI in Hungary) and responsibility for other official reports upon Policies and Procedures (e.g. promotional materials in Bulgaria or Slovakia)
Performing all compliance checks related to activities with HCPs and HCOs e.g, DPS screening, FCPA check, Due Diligence in Coupa;
Supports country lead with creating monthly country compliance committees, creating agenda, member invitations, keeping and sending the minutes after committee;
Monthly self-assessment for marketing activities, e.g. events, pharmacy program, patient program, grant and donation, ect. in respective country/es with presenting the results on a country Compliance Committee meeting, tracking the deadlines of executions for compliance actions follow up with initiators;
Acquire working knowledge of business technology tools (e.g. VEEVA Events, Veeva PromoMats, COMET/SAP, Concur, Coupa, Appian, TeamSite) and knowledge of Standard Operating Procedures (SOPs)
Local Point of contact for regional SHE (Safety, Health and Environment) as well as for facility on-site coordination with office space supplier
On-site support for Employee lifecycle process as per established Desktop procedures developed by HR service delivery
Oversees and coordinates assigned Junior Administrative Colleagues (Contractors) – in the field of administration
External/internal communication
Under guidance from cluster communication team and/or senior management share information and ideas exchange within the local organization
Communicate and cooperate with cluster/international colleagues
Assist with any additional duties, responsibilities or special projects as requested by the by Country Lead or other Cluster Leadership Team member
Qualifications, Skills & Experience Required:
Min 5 years working experience and at least 3 in similar rolesUniversity degree
Business proficient knowledge of MS Office including some Project Management experience
Fluent English and local office language spoken and written is must (Polish, Romanian, Czech, Slovakian, Hungarian, Bulgarian)
Business and marketing understanding of the complexity of pharmaceutical environment
Excellent communication skills and effective interpersonal skills
Exceptional organizational & administrative skills
Ability to deal with wide variety of sensitive and confidential matters
Have a compliance mind-set with strong focus on adherence to industry guidelines, Company policies and financial transparency
Ability to organize and prioritize tasks and to manage high workload to work well under pressure
Demonstrate high responsibility, professionalism, meticulousness, and attention to details in all matters including multitasking
Positive mindset & energy-driven behavior
Secondary Job Description
Who We Are:
Organon delivers ingenious health solutions that enable people to live their best lives. We are a $6.5 billion global healthcare company focused on making a world of difference for women, their families and the communities they care for. We have an important portfolio and are growing it by investing in the unmet needs of Women’s Health, expanding access to leading biosimilars and touching lives with a diverse and trusted portfolio of health solutions. Our Vision is clear: A better and healthier every day for every woman.
As an equal opportunity employer, we welcome applications from candidates with a diverse background. We are committed to creating an inclusive environment for all our applicants.
If you require reasonable accommodation(s) in completing an application, interviewing, or otherwise participating in the employee selection process, please email us at staffingaadar@organon.com.
Search Firm Representatives Please Read Carefully
Organon LLC, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.
Annualized Salary Range
Annualized Salary Range (Global)
Employee Status:
RegularRelocation:
No relocationVISA Sponsorship:
Travel Requirements: Organon employees must be able to satisfy all applicable travel and credentialing requirements, including associated vaccination prerequisites
Flexible Work Arrangements:
Shift:
Valid Driving License:
Hazardous Material(s):
Number of Openings:
1
Requisition ID:R520771
