Divisional Assistant - JhbFull job descriptionCompany DescriptionWe 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 effectiveEnsure timeous payment of all accounts – Follow up on Doctor paymentsCapture all expenses onto excelAll queries are followed up and resolved in the shortest possible timeframe within policy frameworkA professional attitude is displayed when responding to customers’ needs.Ensure all orders are within the Marketing CodeObtain approval by Divisional Head when requiredGenerate purchase requisionsSource and book venue, ensure timeous payment of venueArrange for Presentation equipment if required – ensure in working orderCompile and send out invitationsArrange transport to venues and for in-fiel work – Flights, cars, coaches etcManage all queries and problemsSponsorship requests received from Sales reps to be processed and followed throughGeneral administration, typing of correspondence, Meeting Minute taking.Filing and faxingDraw up, print and send out invitations to CME Meetings (this is to capture point above )Book and arrange venues for functionsReceive request from customer / Brand Manager to attend medical conferenceBook and arrange payment for conferenceGeneral administrative requests from Brand ManagersLoading material on the Veeva/ equivalent systemsManagement of Reception area and Building requirmentsManagement of cleaning staff EDUCATION & EXPERIENCE:Matric / Grade 12Sales / Marketing diploma an advantageMinimum of 1 year secretarial experienceComputer literate – MS OfficeBAAN & Powerplay packages an advantageGeneral administration experienceCustomer service experience – essentialCo-ordinating / multi-tasking for more than one managerSKILLS & 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 IndustryInternal Applications must be completed using an Aspen mailing address after candidates have had informed their direct line managers of their applicationPreference will be given to previously disadvantaged groups. Suitably qualified applicants are invited to submit their CV’s online on or before 3 April 2024. Please note that if you have not heard from the HR department within 30 days of this advert closing, your application has been unfortunately been unsuccessful.
