Administrative Assistant

Abbott; Mumbai City; On-site; INR 350,000 - 520,000; Full time

Job summary

Abbott in Mumbai is seeking an Executive Administration professional to provide comprehensive administrative support across the organization. The role covers vendor management, finance coordination, and office operations, ensuring smooth processes in a fast-paced medical devices environment.

You will handle meetings, travel arrangements, expense claims, accrual submissions, and documentation. The job requires strong coordination with finance, vendors, and internal teams to maintain orderly

Qualifications

• Graduation in any stream.
• Bachelor’s Degree in Science or Commerce.
• Other Licenses/Certifications (if any).

Responsibilities

• Understand and apply company policy regarding vendor management.
• Coordinate with finance to release vendor payments on time.
• Prepare MIS for all payments released, due and outstanding.
• Verify expense claims and related documents for discrepancies and legitimacy.
• Roll out expense claim checklists and maintain records of employee claims.
• Arrange meetings, travel, hotel bookings and related logistics.
• Submit year-end accruals with supporting documents on time.
• Coordinate with vendors for statements and cost-centre segregation.
• Manage office facilities, stationery, housekeeping, security, and assets.
• Prepare sponsorship documents and obtain necessary approvals.
• Maintain both original and soft copies of event documents.

Skills

Vendor management

Payments processing

MIS reporting

Expense claim verification

Meeting coordination

Travel arrangements

Office administration

Education

Bachelor’s Degree

Science / Commerce

Graduation in any stream

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

Understanding the company policyregardingvendor 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 asSRF, ICRP and HRF are attached

Rolling out checklist for Expense Claim to ensure that everyone is aware of all the documentsrequiredat thetime of submission of expenses

Keeping records of employee claims,submittedto finance afterappropriate 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 arrangementsfor airport / station transfers

Hotel booking and hospitality arrangements

Arrangements for all training /meeting / promotional materials

Timely submission of year end Accruals with supporting documents:

Tosubmityear-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 leavesfor 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 requestformsand professional agreements in coordination with the team members

Seekingappropriate approvalsfrom 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. alsomaintainingsoft 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

APPROVERS

SIGNATURE & DATE

The base pay for this position is

N/A

In specific locations, the pay range may vary from the range posted.

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)