Administrative Assistant

Abbott Laboratories; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Abbott Laboratories in Mumbai is seeking an Executive Administration to provide comprehensive administrative support across vendor management, payments, travel, and office operations.

The role involves coordinating with finance, preparing MIS for payments, and ensuring accurate expense documentation for approvals and audits. Strong organizational skills and attention to detail are essential.

Qualifications

• Graduation in any stream.
• Education Level Major/Field of Study Bachelor’s Degree Science / Commerce
• Licenses/ Certifications Other License/Certification

Responsibilities

• Vendor management & payments: understanding policy and explaining to vendors.
• Coordinating with finance team to release vendor payments on time; prepare MIS for payments.
• Verify and check expense claims and PRF with supporting documents (SRF, ICRP, HRF).
• Arrange meetings and conferences; support for conducting/attending meetings by team and physicians.
• Make travel arrangements including ticketing, visa, insurance & forex; arrange cab, hotel and hospitality.
• Maintain accruals with supporting documents; follow up with teams for approvals and submission.

Skills

Vendor management

Payments coordination

Travel arrangements

Meeting coordination

Office administration

Education

Graduation in any stream

Bachelor’s Degree in Science/Commerce

Job description

JOB DESCRIPTION: Job Title: Executive Administration Job Profile: Executive Administration JOB INFORMATION Approved Job Profile: Executive Administration REVIEWER COMMENTS Date Reviewer Name Reviewer Comments NA NA NA

ORGANIZATION Job Family: Administration Job Sub-Family: Administration Division: Abbott Vascular

JOB SUMMARY To provide all support related to administrative requirements.

CORE JOB RESPONSIBILITIES

• Vendor Management & Payments: Understanding the company policy regarding vendor management and explaining it to the vendors
• Coordinating with finance team to release vendor’s payments on time
• Preparing MIS for all the payments released, due and outstanding
• To verify and check all expense claims and PRF’s for any discrepancies, legitimacy, non-repetition and to ensure supporting documents such as SRF, ICRP and HRF are attached
• Rolling out checklist for Expense Claim to ensure that everyone is aware of all the documents required at the time of submission of expenses
• Keeping records of employee claims, submitted to finance after appropriate approvals, track the process and expected date of payment
• Arranging for Meetings and Conferences: Making necessary arrangements and support for conducting / attending business meetings by team members and physicians
• Making Travel arrangements including Ticketing / Visa / Insurance & Forex where applicable Cab arrangements for airport / station transfers Hotel booking and hospitality arrangements
• Arrangements for all training / meeting / promotional materials
• Timely submission of year end Accruals with supporting documents: To submit year-end accruals along with supporting documents on time
• To follow up with the teams for accruals and supporting documents and collating all the details before submission
• Coordinating with various vendors to get their outstanding statements on time and segregating it according to the cost centres
• Office Management & Corporate Administration: Facility management, which includes office maintenance, fulfilling stationery requirements, housekeeping and security maintenance, pantry requirements, handling petty cash, inventory of companies’ fixed assets, maintenance of all electronic equipment’s and pest control and keeping records of leaves for each employee of the region
• Documentation and Processing such as Honorarium Request Forms, SOS Letters, SRF’s etc.: Preparation of documents before sponsoring or conducting an event like sponsorship request forms, scope of sponsorship letters, honorarium request forms and professional agreements in coordination with the team members
• Seeking appropriate approvals from higher authorities
• Allocating reference numbers to the approved sponsorship request forms, single reference numbers for SRF’s submitted for one event, to have an overview of all the physicians attending such conferences and total budget proposed / expense incurred
• Maintain and file all original approved documents along with brochures etc. also maintaining soft copies of all the events and creating index on excel file for tracking

MINIMUM QUALIFICATIONS

• Minimum Education Graduation in any stream. Education Level Major/Field of Study Bachelor’s Degree Science / Commerce Licenses/ Certifications Other License/Certification

JOB FAMILY: Administrative Support DIVISION: CRM Cardiac Rhythm Management LOCATION: India > Mumbai : BKC Building ADDITIONAL LOCATIONS: WORK SHIFT: Standard TRAVEL: Not specified MEDICAL SURVEILLANCE: Not Applicable

SIGNIFICANT WORK ACTIVITIES: Continuous standing for prolonged periods (more than 2 consecutive hours in an 8 hour day)

Abbott is about the power of health. For more than 135 years, Abbott has been helping people reach their potential — because better health allows people and communities to achieve more. With a diverse, global network serving customers in more than 160 countries, we create new solutions — across the spectrum of health, around the world, for all stages of life. Whether it’s next-generation diagnostics, life-changing devices, science-based nutrition, or novel reformulations, we are advancing some of the most innovative and revolutionary technologies in healthcare, helping people live their best lives through better health. The people of Abbott come to work each day with relentless energy, enthusiasm and a promise to enhance the health and well-being of millions of people. They push the boundaries to help manage and treat some of life’s greatest health challenges.

An equal opportunity employer, Abbott welcomes and encourages diversity in our workforce.

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